Grant/Contracts Compliance Analyst

Marion County; Salem (OR); On-site; USD 65,000 - 90,000; Full time

Job summary

Marion County is seeking a Grants and Contracts Analyst to oversee planning, development, and implementation of countywide grant and contracting policy. You will ensure compliance with state and federal law, and county rules, assisting departments and the Board of Commissioners Office.

The role involves supervision of technical direction on procurement processes, contract tracking, and training staff, with collaboration across departments and leadership in the Contracts & Procurement area.

Qualifications

• Bachelor's degree in business or public administration, accounting, finance, or a 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.
• Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

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 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.

Skills

Grants knowledge

Contracting rules

Federal Cost Principles

Oregon statutes

Oregon Administrative Rules

Grant management

Accounting principles

Negotiation

Communication

Training delivery

Software proficiency

Education

Bachelor's degree in business or public administration, accounting, finance, or a related field

Job description

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.

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.

EXPERIENCE AND TRAINING

1. Bachelor's degree in business or public administration, accounting, finance, or a related field; AND
2. 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
3. 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.