Procurement & Grant Compliance Analyst

Frederick County Government; Frederick (MD); On-site; USD 80,000 - 100,000; Full time

Job summary

A local government office in Frederick, Maryland seeks a Contract Compliance Manager to oversee county-wide contracts for grant compliance, ensure adherence to regulations, and support procurement operations. The ideal candidate will possess a Bachelor's degree and have experience in grants administration and procurement. The role includes managing documentation, reports, and providing key support to staff involved in contract operations.

Benefits

11 days of vacation leave

15 days of sick leave

Comprehensive medical insurance

Tuition reimbursement program

Employee wellness program

Qualifications

• 2 years of grants administration work experience.
• 2 years of procurement or contracting work experience.
• A combination of related education and/or work experience may be considered.

Responsibilities

• Oversee all county-wide contracts for grant compliance.
• Document grant requirements and detail process requirements.
• Create, prepare, analyze and distribute various reports regarding contracts.

Skills

Knowledge of procurement principles

Strong clerical skills

Proficiency in Microsoft 365

Effective communication skills

Education

Bachelor's degree

Job description

Exempt; full-time; 40 hours per week; Monday – Friday; 7:30 a.m. – 4:30 p.m.; Partial teleworking schedule may be available in accordance with Division policies; full-benefits

This professional position manages all contract records for compliance and performance for federal grant requirements in accordance with Office of Management and Budget Uniform Grant Guidance (2CFR200) for the Frederick County Office of Procurement and Contracting. This position will also be responsible for contract compliance with state and County grant regulations, policies, and provides key support to all Division staff involved in contract operations. Direction may be given to staff. Supervision is received from the Procurement Supervisor or Director of Procurement & Contracting

NOTE: Please note that the upper pay range reflected in the job posting reflects possible wage rates for internal County transfers and promotions, which are calculated per County policy. For external hires, offers are made at the base wage rate.

Frederick County Government values the principles of diversity and inclusion, and strives to ensure equal opportunities for its workforce, applicants and community members. If you are a person who wants to make a difference, give back to your community, and be a voice for change, apply to Frederick County Government today.

TOTAL COMPENSATION PACKAGE:
Frederick County offers an extensive compensation package to reflect how highly we value our employees. The following is what you can expect in your first year as a full-time benefited Frederick County Government employee.

• 11 days of Vacation leave with increase after 2 years of employment
• 15 days of Sick leave with unlimited annual carryover
• 11 paid holidays, plus 2 additional floating holidays
• Day 1 coverage of comprehensive Medical Insurance Plan options to include generous County Health Savings Account (HSA) contribution (if enrolled in the high-deductible plan). This is part of a full range of benefits including Dental, Vision, and Flexible Spending
• 100% County paid 2x annual salary Group Term Life Insurance and Accidental Death & Dismemberment (AD&D) benefit
• County and Employee funded Defined Benefit Pension Plan
  • Vesting after 5 years of service
  • Additional service credit for eligible previous public service, military service, etc.
• Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
• Generous Tuition Reimbursement Program
• Other employee-paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, Critical Illness, Accident, and Hospital Indemnity Insurance, Lifetime Benefit with Long Term Care plan.
• Coming in 2025: Employee Health Center with no or low cost primary and urgent care

For more information, visit ourbenefitspage on the Frederick County Governmentjob opportunities webpage.

• Oversee all county-wide contracts for grant compliance
• Follow up on grant-procurements to ensure grant compliance
• Document grant requirements and detail process requirements to meet them
• Monitor Purchase Order payment activities; cancel when all goods and/ or services are received satisfactorily
• Monitor Change Order processes to ensure that documentation is prepared and submitted to support the necessity, quantity and amount
• Partner with staff to document methods of procurement
• Request renewal of contracts or extensions from the manufacturers prior to contract expiration
• Review all potential Contractors for suspension and debarment; work with Contractors to ensure firm understanding of contract requirements
• Follow up on contracts in progress to determine contract adherence by Contractor
• Alert staff of contract expenditure abnormalities or overages
• Document rationale for method of procurement on each outgoing solicitation
• Create, prepare, analyze and distribute various reports regarding contracts; prepare ad hoc reports as needed
• Analyze contract expenditure and compare to quantities purchased; support the negotiation, administration and maintenance of system-wide contracts
• Work closely with agency personnel to ensure contract compliance
• Determine need for additional contracts and areas of coverage to ensure compliance with all procurement rules and regulations
• Coordinate and track solicitation scheduling
• Identify process deficiencies in grants and contracts to execute process improvement initiatives
• Communicate progress and issues to the Director
• Perform other duties as required

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Any single position may not be assigned all duties listed above, nor do the examples cover all duties that may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The qualifications/requirements, knowledge/skills/abilities and physical requirements or working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Bachelor's degree
• 2 years grants administration work experience
• 2 years procurement or contracting work experience
• Intermediate skills Microsoft 365

NOTE: A combination of related education and/or work experience may be considered towards the overall requirements of this position

KNOWLEDGE, SKILLS AND ABILITIES:

• Extensive knowledge of procurement principles, methods and practices, as well as legal requirements governing public sector contracting
• Extensive knowledge of market conditions, sources of supply, and of the kinds and varieties of supplies, materials and equipment commonly used by local public agencies
• Extensive knowledge of service contracting and of developing RFPs
• Understanding of federal, state, and local grant rules, procurement laws, and financial reporting requirements
• Knowledge of contract administration, including renewals, change orders, payment monitoring, and performance evaluation
• Familiarity with competitive bidding, solicitation processes, vendor selection, and documentation best practices
• Expertise in tracking expenditures, preventing overages, and ensuring funds align with grant requirements
• Proficiency in collecting, analyzing, and preparing reports related to contracts, expenditures, and compliance metrics
• Skill in recognizing process inefficiencies and recommending improvements for grant and contract administration
• Strong clerical and record-keeping skills, including the ability to accurately perform basic math and financial functions
• Ability to assess contract and grant compliance, identify risks, and implement corrective actions
• Ability to accurately compile and prepare statistical data and reports
• Ability to effectively access and utilize Microsoft 365, e-mail, spreadsheet and other systems and equipment, and to learn new software as it is required
• Ability to effectively organize work, determine priorities, including the ability to make decisions and complete assigned duties with minimal supervision
• Discretion and good judgment when working with sensitive and personal information with ability to maintain appropriate confidentiality
• Strong and effective spoken and written (English) communication skills including the ability to clearly explain policies and procedures
• Ability to establish and maintain effective working relationships with co-workers, other agencies, elected officials, leadership, contractors, representatives of cooperating agencies and the general public

PREFERENCE MAY BE GIVEN FOR:

• College degree in Business Administration, Public Administration, or related field
• Experience working in a local, state, or federal government setting
• Possession of Certified Professional Public Buyer (CPPB) Certification
• Possession of Certified Public Procurement Officer (CPPO) Certification
• Work experience utilizing automated financial system

PHYSICAL REQUIREMENTS / WORKING CONDITIONS:

• While working in this position the employee is required to constantly sit; frequently perform repetitive motions and drive; occasionally walk; rarely climb, stoop, lift up to 20 pounds, and reach.
• While working in this position, the employee is required to constantly work indoors; occasionally work outdoors; rarely walk on uneven ground.

• Available for varied evening and weekend work hours to accommodate meetings, special events, etc.
• Ability to provide own transportation to meetings, etc.

EXAMINATION PROCESS (may include):

1. An evaluation of training and experience
2. One or more interviews