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Procurement and Grant Specialist

2 months ago

Tampa, United States Hillsborough County (Florida) Full time
Job Description

MAJOR FUNCTION Performs duties assisting in funding releases; development and monitoring of contracts and providing support to The Director of Programs and the Organization. MAJOR DUTIES
Note: The following duties are the responsibility of the position but not to be considered exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.
  • Program Funded Releases: Adheres and contributes to updates of procurement procedures for Requests for Proposals (RFP); Intent to Negotiate (ITN); or Request for Applications (RFA) to align with CBHC policies and Board approval or other decisions as applicable.
  • Works closely with Director of Programs to assemble and finalize all Program Funded Release documents, responses to questions, completion checks, submission summaries and Board memos.
  • Organizes internal staff coordination (Executive; Fiscal; Public Relations; Facilities) to complete release activities (i.e. document drafts; public notices; create ad; and room reservations).
  • Internal/External collaboration in accordance with procedures related to securing Community Review Teams.
  • Acts as "Project Manager" and oversees proposal/application receipt process; confirms or obtains proposer/applicant compliance documentation; submission notifications, facilitates funding information sessions; secures Community Review Teams and obtains their documentation in accordance with procedures; and Board meeting notifications.
  • Scans, tracks, archives and maintains electronic and hard copy files of all proposer/applicant related information.
  • Maintains restricted communications during each funding release process.
  • In collaboration with Director of Programs, promptly addresses issues; responds to inquiries and provides technical and/or procedural information in accordance with procedures or agreed upon decisions.
  • Manages multiple release activities; maintains release process timeline; offer ideas and solutions; develops and revises release process based on agreed upon decisions.
  • Technical Assistance Grants (T.A.): Updates guidelines and implements administrative procedures to ensure operational efficiencies annual funding releases.
  • Plans, develops and organizes varying types of T.A. releases annually (facilitates T.A. workshops and grantee orientations, coordinates responses to questions, organizes and facilitates the Community Review Teams).
  • Prepares T.A. summary documentation, award letters and Board Memo. Develop award agreements for recommended T.A. grants.
  • Responsible for monitoring agreement expectations and reviews Reimbursement Requests and invoices for accuracy prior to submitting to Finance Department for processing.
  • Conducts and completes documentation for site visit observations of at least 40% of T.A. Grantees.
  • Works independently or Research Team to help prepare end of year T.A. summaries, reports or surveys.
  • Facilitates and manages multiple release activities; maintains release process timeline; offer ideas and solutions; develops and revises release process documents.
  • Participates in staff meetings.
  • Provides administrative support as needed to Director of Programs and assists or completes at least one special project per month with little to no errors or supervision.
  • Performs other related duties as required.
KNOWLEDGE, SKILLS, & ABILITIES
  • Working knowledge of County, State and Federal laws, guidelines and requirements governing contract structure, procedure and content.
  • Working knowledge of formats and styles used in legal documents.
  • Proficiency with Microsoft Office Suite.
  • Ability to read, understand and interpret legal documents including insurance coverages.
  • Excellent verbal and written communication skills.
  • Ability to work within designated data systems to initiate, maintain, test and process data specific tasks and action steps
  • Ability to balance work load with attention to detail, highly organized and manage changing priorities with a positive attitude.
  • Experience in processing grant applications and documentation of procedures.
  • Ability to work effectively with others.
  • Ability to handle restricted, sensitive and confidential information.
  • Ability to serve the public and represent the Children's Board with courtesy and professionalism.
MINIMUM QUALIFICATIONS Graduation from an accredited four year degree granting college or university.
OR
An Associate's Degree from an accredited college or university; and
Two years of experience preparing or monitoring contracts. APPOINTING AUTHORITY MAY REQUIRE Possession of a valid Driver License.