Contract Administrator/Special Projects Coord - Grand St Settlement : Job Details

TITLE: Contract Administrator/Special Projects Coordinator DEPARTMENT: Early Childhood Services LOCATION: BronxREPORTS TO: Chief Operating OfficerSALARY RANGE: $85,000 - $90,000DATE: July 2024 SCHEDULE: Monday- Friday 8-4, 9-5, or 10-6 schedule may vary due to program needs.POSITION SUMMARY: The Contract Administrator/ Special Projects Coordinator will assist in ensuring GSS' Early Childhood program is in compliance with all regulatory requirements and standings for Federal, State, City and Private contracts. Provide governance support to the Policy Council and Early Childhood Board Committee. Support federal monitoring systems to ensure compliance and implementation of coordinated services through all programs. Track and submit fiscal and program reports to the OHS and other funding agencies (State, City and Federal). Additionally, support Early Childhood programs through a two year start up phase. Some tasks will be evolving with interim roles and responsibilities adjusting as the program needs. This position requires an individual to be flexible. Job responsibilities will be revisited once all programs are operating. This position will require travel to site locations in Brooklyn, Manhattan and the Bronx.EDUCATION, EXPERIENCE, AND SKILL REQUIREMENTS:

• Bachelor's Degree in Accounting, Business Administration or related degree
• At least 3 years administrative and fiscal management, contract compliance and facilities.
• Excellent writing, communication and presentation skills
• Experience in creating presentations, working with databases and Microsoft applications

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Ensures that all contract compliances are met and that program is grounded in all pertinent laws, guidelines and policies including State and City Licensing regulations, State and Private Funding Terms and Conditions for all contracts, Head Start Performance Standards, Head Start Act, including meeting personnel requirements, and organization policies and procedures
• Working closely with Contracts Specialist to maintain sound financial management over early childhood program budgets, as well as helping Program Directors manage their program budgets and ensure timely reporting requirements
• Support budget development for grants and foundations- existing grant renewals and new grants including start-up, federal match requirements, indirect and allocation plans
• Liaison between offices with BTQ Financials, GSS Administration and Fiscal/ Operations Specialist from founders
• Responsible for creating, gathering and uploading documents for budget submission
• Conduct regular budget analysis and monitoring for all contracts
• Review monthly submission of invoices for vouchers and reconciliation for mid-year and end-year reports
• Working with Program Directors, Contract Specialist and Finance Team to ensure timely grant reporting for fiscal requirements and forms in all systems (city, state, federal and private)
• Support with communication and response to audit requests
• Manage CACFP Contract compliance, budget and conduct internal audit
• Oversight of large purchase approvals and bids process related to minor alterations and renovations
• Facilities projects - Coordinate facilities upgrades and renovations (ex: signage, painting, ) to ensure all facilities are high quality.
• Interprets all governmental statutes, regulations, transmittal notices and memoranda pertaining to the Head Start and State Child Development Division and local funding streams and communicate such interpretation/implementation plan to management, Governing Body and the Head Start Policy Council as required
• Collaborating with the Chief Operating Officer, Chief Financial Officer and other GSS administration in managing and identifying additional funding sources and responding to requests for proposals
• Assist Chief Operating Officer in preparing agenda documents and reports to the Early Childhood Committee and Board of Directors
• Prepare executive level program reports to the Governing Body and Policy Council; create slide decks, dashboards, reports, attend and present information at meetings.
• Assist Managers with designing program and administrative systems and monitor implementation across blended program models
• Support with self- assessment, community assessment, developing and monitoring quality improvement/ corrective action plans
• Together with the Program Directors evaluates program parameters using Head Start performance standards, state, and local standards to improve program performance and develop improvement plans related to fiscal needs
• Act as an ERSEA Committee member for expansion programs to monitor the integrity and eligibility determination of families
• Ensuring all statutory and regulatory requirements are met
• Other special projects as assigned

PRE-EMPLOYMENT REQUIREMENTS:

• Successfully clear Department of Health and Mental Health Comprehensive Background Clearance (FBI and NYS Criminal History Check, Statewide Central Register of Child Abuse and Maltreatment, NYS Staff Exclusion List, and NYS Sex Offender Registry)
• Three (3) reference checks
• Physical examination with updated TB test, Tdap, MMR, and Varicella (fees may apply)

HOW TO APPLY:Please submit a resume and thoughtful cover letter, outlining how your skills and experience meet the qualifications of the position you are applying for. If selected, we ask that you also provide us with three (3) professional references that we can contact at least two (2) professional references should be from a former supervisor). Please click on the link provided below, or use the link in a search bar and apply online through our career center.No phone calls, pleasePlease be advised that job offers can only be made once your clearances come through!EQUAL OPPORTUNITY EMPLOYER (EOE)