Contract Management Associate

Description

Position Title: Contract Management Associate 

Reports To: Associate Director of Fiscal Contracts Management

Community: Org-Wide

Office Location: Milpitas, CA (up to 50% hybrid role of in-person and remote)

Compensation: $27.01 hourly, generous benefits package

Status: Full-time, non-exempt

 

 

 

About Fresh Lifelines for Youth

Fresh Lifelines for Youth is an award-winning non-profit whose mission is to partner with youth to unlock their potential, disrupt the pipeline to prison, and advance justice in California and beyond. By 2030, through partnering with young people, communities, and systems, FLY will contribute to the fight for equity and justice by taking concrete steps to dismantle California’s pipeline to prison, equip 30,000 youth to transform their lives and create meaningful opportunities for them to live healthy, free, and productive lives. For more information about Fresh Lifelines for Youth, please visit: www.flyprogram.org

 

 

 

 

Finance Department Summary

The Finance Department aims to build capacities to efficiently execute FLY’s financial functions in a way that supports the agency’s strategic plan across multiple jurisdictions. To achieve this, the Finance Department manages the financial planning and accounting for the agency in such areas as bookkeeping, financial reporting, budgeting and contract management. The Department is also responsible for the completion of the annual audit and related audits for government contracts. The department’s mission is to provide professional financial and accounting information to facilitate fiscal and organizational decisions.

 

 

 

 

Contract Management Associate Job Description - Position Summary

The Contract Management Associate will support the post-award phase of government contracts, ensuring fiscal compliance, timely invoicing, and budget tracking. The role requires a detail-oriented individual to manage financial aspects of contracts, ensuring that they are executed in accordance with established terms and regulations. The ideal candidate will be proactive, detail-oriented, and highly organized, with the ability to effectively coordinate across teams and exercise sound judgment in a fast-paced environment.

 

 

 

 

Position Responsibilities

• Contract Management
  • Prepare monthly and quarterly invoicing for government contracts, ensuring that all elements of the contracts are processed and submitted for payment on a timely basis
  • Gather and organize supporting documents for contracts, including financial records and invoicing materials, to ensure compliance with contract terms.
  • Work closely with the Contracts and Program Management teams to facilitate smooth contract execution, provide financial insights, and resolve any fiscal discrepancies.
  • Identify financial variances, potential issues, and risks within contracts. Recommend adjustments or budget modifications as necessary to address any discrepancies that may impact financial performance 
  • Ensure contracts adhere to fiscal compliance requirements, including financial reporting and documentation. Maintain accurate records of all contract documents.
  • Maintain contract tracking tools, dashboards, reporting, and reconciliations
  • Create and manage comprehensive contract information sheets, ensuring all critical details are accurately captured and easily accessible
  • Actively participate in quarterly community resources meetings, contributing to agenda setting and coordinating scheduling
  • Conduct and present detailed financial analyses of government contracts on a quarterly basis, providing insights and recommendations based on findings
  • Support Associate Director of Fiscal Contract Management Specialist in the creation of contract budgets
  • Provide necessary documentation and support for audits or compliance reviews, assisting in gathering financial data and ensuring adherence to regulatory requirements
  • Assist with various contract-related tasks and projects, including functional timesheet reviews and providing support as needed to ensure timely and accurate completion of contractual obligations

 

 

 

 

 

Compensation & Benefits

This position is a full-time/part-time non-exempt/exempt role at a rate of [$/hourly/annually] with differential pay options based on an advanced degree and, when applicable to the role, speaking another language. Our Total Rewards Package also includes the following: 

• Full medical dental, vision, and chiropractic healthcare and retirement contribution match
• 10 PTO Days
• 12 Holiday Days
• FLY provides 3-4 additional "rejuvenation days off" twice per year in July and December 
• Annual Wellness Funds 
• Annual Professional Development Funds
• Employee Assistance Program (paid for by FLY)
• Annual Staff Retreat, Holiday Party, End of Year Celebration, Team Off Sites, and other FLY Events. 
• Customize your Work Schedule (dependent on supervisor approval based on positional and departmental needs)
• Hybrid of In-Office and Remote Work (frequency of required in-person work is dependent upon the role)
• 8 Hours of Civic Engagement
• Mileage Reimbursement. 

 

At FLY, we have adopted a no-negotiation policy. This policy reflects our commitment to equity and ensuring that the offers we make to our candidates reflect competitive and appropriate compensation given the market and the role.

 

 

 

 

 

Our Commitment to Diversity, Equity, And Inclusion

At FLY, we embrace a diversity of identities, beliefs, thoughts, and experiences. We commit to creating an organizational culture of equity and inclusion to better serve our youth and communities. FLY is an Equal Opportunity Employer. We strive for an inclusive culture and a staff team that reflects diversity. Applicants for all job openings will be considered without regard to age, race, color, religion, sex/gender, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. We strongly encourage women; people of color, people who identify as part of the lesbian, gay, bisexual, transgender, and queer communities; people with experience in the juvenile justice or criminal justice systems; and people with disabilities to apply.  Fresh Lifelines for Youth is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or accommodation due to a disability, please contact us at (408) 263-2630 or compliance@flyprogram.org

 

 

 

 

 

COVID-19 Vaccination

At FLY, we are committed to the safety of our employees, clients, and all others who enter our workplace. As such, FLY would like to make clear that the COVID-19 vaccination is a condition of employment. However, FLY does allow staff to apply for exemptions based on medical history or sincerely held religious beliefs or practices. This must be approved through FLY’s compliance department. If you have any questions or would like to learn more, please contact us at (408) 263-2630 or email compliance@flyprogram.org

 

 

 

 

 

What to expect

• Application with 8-10 questions and an applicant screening question. 
  • No Cover Letter Required
• 2-3 Interviews (for many roles, at least 1 would be in person)
• Meet w/FLY youth
• Work Product (Done in advance of the Final Round Interview)

 

Qualifications

Position Requirements

The ideal candidate will have a deep commitment to equity, social, racial, and economic justice. They will have knowledge of basic accounting concepts, excellent attention to detail and analytical skills, strong communication and organizational skills, adaptability, ability to work collaboratively across teams and manage multiple priorities, intermediate proficiency in Microsoft Excel/Google Sheets, and problem-solving/critical thinking skills. The candidate will believe in FLY’s vision and mission and will resonate with FLY’s values: accountable, dedicated, respectful, equitable and just, loving, innovative, hopeful, and youth-centered. 

 

 

 

 

 

Core Competencies: Skills and behaviors that FLY expects and develops all staff to exhibit across all positions at various levels of proficiency (early stage, intermediate  and advanced) 

 

• Cultural Responsivity: Demonstrates an openness and commitment to equity, justice, and belonging. This includes being aware of one’s own bias and privilege, building an understanding of systems of oppression, and valuing diverse perspectives; you take actions to learn and contribute to an environment that creates power-sharing, access, and opportunity within our community.
• High Quality: The ability to own your work, be accountable, and take initiative to produce high-quality results. This includes setting and achieving standards that demonstrate a high level of care and commitment to our mission, our population, our colleagues and our partners.
• Collaboration: The ability to work effectively within a team and intentionally across teams to contribute to FLY’s mission and agency goals. When working with others, you exercise your strengths and build on the strengths of others.
• Communication: The ability to convey information effectively with consideration of the situation and audience. This includes communicating clearly with people of different backgrounds and cultures in which you demonstrate self-awareness, empathy, and active listening. 
• Problem Solving: Applies critical thinking to problem solving that considers multiple perspectives and actively identifies creative solutions to address individual and systemic challenges. 
• Adaptability: The ability to adapt and respond to change effectively. This includes engaging in continuous learning, maintaining a solutions orientation, and proactively seeking opportunities to be supportive of change that  best serves our mission.

 

 

 

 

 

FLY’s Leadership Competencies: Skills and behaviors that FLY expects and develops all staff in Leadership positions to exhibit across various levels of proficiency (early stage, intermediate  and advanced) 

• Emotional Intelligence: Demonstrates self-awareness and the ability to process one’s own emotions and the impact and influence on others. This includes maintaining a compassionate and authentic perspective of issues and information that allows you to effectively work through challenges with teams and to respond with empathy.
• Change Management: The ability to recognize a need and assess the readiness for change. This includes effectively promoting and building commitment toward change and successfully guiding your team through the implementation process. 
• Strategic Decision-making: Effectively structures and facilitates inclusive decision-making processes. This includes responsibly making informed decisions to improve organizational health and impact through the use of key information to problem solve and to identify equitable solutions.
• Develops & Motivates Others: Motivates, inspires and supports teams and individuals through strong coaching, mentorship, and targeted development activities. Builds healthy and effective teams through regular feedback, collaboration, role clarity and conflict resolution.  
• External Relationship Builder: Invests in and builds strong, trusted and ongoing relationships with external partners and cultivates new relationships. This includes the ability to analyze and understand relationships as a strategy for achieving the mission, which often means navigating complex relationships while anchoring to FLY’s values.
• Project Management: The ability to create project plans, implement plans with effective delegation to team members, and manage those plans to intended impact, while adjusting the course when needed. This includes managing at various levels of complexity and scale, as well as anticipating potential barriers and evolving plans to achieve the desired impact.

 

Note on Qualifications: In FLY’s quest for an equitable hiring process, candidates are encouraged to apply even if they feel they only meet 75% of the position requirements. 

 

 

Salary : $27