Grant/Contracts Compliance Analyst

Marion County, Oregon; Salem (OR); On-site; USD 65,000 - 95,000; Full time

Job summary

Marion County seeks an Analyst to provide technical expertise and coordinate planning, development, oversight, and implementation of grant and contracting policy countywide. The role ensures compliance with state and federal law and county rules, and supports departments and the Board of Commissioners Office.

The successful candidate will train staff, oversee contract management and procurement processes, and collaborate with multiple departments to optimize procurement strategies.

Qualifications

• Bachelor's degree in business or public administration, accounting, finance, or related field.
• Four years of experience in grant compliance monitoring, contract preparation and administration; including two years of responsibility for preparation of related policy and procedures.

Responsibilities

• Reviews and approves contracts for departments with procurement staff for compliance with county rules, policies, and procedures.
• Schedules county contracts and awards for weekly Board of Commissioners’ Planning Agenda meetings.
• Maintains oversight for contract tracking and filing systems for county contracts, agreements and grant award documents.
• Provides functional and technical oversight as Super User for the county's Contract Management System and Purchase Order system.
• Reviews and approves purchase orders for compliance with county rules, policies and procedures.
• Collaborates with departments to determine the appropriate procurement strategy.
• Acts as the Contracts Specialist for smaller departments without procurement staff.

Skills

Public sector grants

Contracting rules

Negotiation

Training & coaching

Education

Bachelor's degree in business/public administration

Tools

Contract management system

Purchase order system

Job description

Marion County requires on-site work. Remote work is not available.

GENERAL STATEMENT OF DUTIES

Provide technical expertise and coordinate the planning, development, oversight, and implementation of grant and contracting policy, practice, and process countywide. Ensure that the county's grants and contracts comply with state and federal law, and established county rules, policies and procedures. Provide related support to county departments and the Board of Commissioners Office.

SUPERVISION RECEIVED

Works under the general supervision of a department head or designee, who establishes goals and reviews results for conformance to department standards and legal requirements. Receives technical guidance and direction from the Contracts and Procurement Manager.

SUPERVISION EXERCISED

Supervision of other employees is not a responsibility of positions in this classification. Incumbent provides technical direction to county employees for grants and contracting and may provide lead duties over administrative and professional staff for specific projects.

Typical Duties - Duties include, but are not limited to the following

While performing the functions listed below, the Analyst interprets, trains, monitors, and communicates (verbally, in writing, and at meetings) the County’s contract and procurement rules, policies, procedures and regulations, including oversight for review and monitoring county departments’ compliance with Oregon Revised Statutes, Marion County Public Contracting Rules, Oregon Administrative Rules, County Administrative Policies and Procedures, the Marion County Contracts and Procurement Manual, and the Code of Federal Regulations as applicable. Conducts and maintains oversight over county formal competitive solicitation processes (bids and requests for proposals).

• Reviews and approves contracts for departments with procurement staff for compliance with county rules, policies, and procedures.
• Schedules county contracts and awards for weekly Board of Commissioners’ Planning Agenda meetings and attends weekly planning meetings as needed.
• Maintains oversight for contract tracking and filing systems for county contracts, agreements and grant award documents.
• Provides functional and technical oversight as Super User for the county's Contract Management System and Purchase Order system.
• Reviews and approves purchase orders for compliance with county rules, policies and procedures.
• Provides guidance and oversight to assigned department procurement staff to grow and develop the county's purchasing and contracting program.
• Collaborates with departments to determine the appropriate procurement strategy.
• Provides formal and one-on-one training as needed.
• Acts as the Contracts Specialist for smaller departments without procurement staff, conducting solicitations, drafting, negotiating, and finalizing contracts.
• Acts as a liaison between departments and stakeholders.
• Provides analytical, technical and administrative assistance to Contracts & Procurement Manager, Chief Financial Officer, Chief Administrative Officer, and Board of Commissioners on special projects as requested.
• Analyzes, evaluates, develops, and documents long-range goals, objectives, and process changes in collaboration with the Contracts & Procurement Manager for the county’s purchasing and contracting program.
• Performs other duties as assigned.

Requirements for the Position

Experience And Training

• Bachelor's degree in business or public administration, accounting, finance, or a related field; AND
• Four years of experience in grant compliance monitoring, contract preparation and administration; including two years of responsibility for preparation of related policy and procedures, OR
• Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

Special Requirements

• The finalist for this position will be required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.
• This assignment is not represented by a union.
• This is a full-time exempt position, which is not eligible for overtime.
• Typical Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department and program.

Knowledge, Skills, And Abilities

Considerable knowledge of public sector grants and contracting methods, rules, and procedures; Federal Cost Principals, Oregon Revised Statutes, Oregon Administrative Rules, and County Administrative Policy; administrative principles and practices involving the areas of monitoring procedures, legal contracts and grant management techniques. Some knowledge of a variety of systems software uses and capabilities, accounting methodology.

Substantial skills and abilities to function independently; make recommendations based on information collected, legislative action, and changes to regulations to illustrate policy impact of alternative decisions; weigh the relative risks, costs and benefits of a potential action; negotiation, compromise, and facilitation of conflict resolution and problem solving; give and receive constructive feedback; oral and written communication skills; use of multiple software programs; effectively prepare and present technical training; establish and maintain effective and collaborative working relationships with other employees, other agencies, grantors, contractors, and the public.

PUBLIC SERVICE LOAN FORGIVENESS

Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Student Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your student loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP

Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

VETERANS’ PREFERENCE

Applicants are eligible to use Veterans’ Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

Documents Required For Veterans’ Preference

• One of the following:
• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
• Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
• Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
• A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
• Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

Marion County is an Equal Opportunity, Affinity ...

Applicants with a disability may request reasonable accommodation, through Human Resources, in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e-mail Human Resources if you wish to request an accommodation.

Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.

For a summary of benefits, click here. For a complete and detailed overview of the benefits package for management and supervisory employees, click here, and select Unrepresented Benefits from the left menu or Unrepresented Employees from the page links.

Benefits are defined based on position and are approved by the Marion County Board of Commissioners.