Grants and Contracts Specialist (Hybrid)

This position is open to Colorado state residents only.

This recruitment may be used to fill other similar positions within the Colorado Department of Public Safety in the next 12 months.

Our Mission - Engaged employees working together to safeguard lives and to provide diverse public safety services to local communities.

Our Vision - Creating safer and more resilient communities across Colorado.

Our Core Values – Unity, Honor, Service

Visit our website to learn more about the work we do to keep Colorado safe!

CDPS is an equal opportunity employer. See our EEOD Utilization Report (2020)

ABOUT THE DEPARTMENT

The Colorado Department of Public Safety (CDPS) consists of five Divisions: Colorado Bureau of Investigation (CBI), Colorado State Patrol (CSP), Division of Criminal Justice (DCJ), Division of Fire Prevention and Control (DFPC), and the Division of Homeland Security and Emergency Management (DHSEM). The Executive Director's Office (EDO) provides administrative and management services to the operating divisions of the department.

WHY JOIN US

• Our employees are proud of their work and believe their work is important and valued by the public.
• Our supervisors do a great job managing employees, providing clear expectations, treating employees with respect and providing timely feedback.
• We value a high work-life balance.
• CDPS is an equal opportunity employer. We welcome diversity of backgrounds and ideas.

In addition to rewarding meaningful work, we offer a competitive benefits package that includes:

• Excellent work-life programs, training, and professional development opportunities;
• Retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401K and 457 plans;
• Medical and dental options (for permanent employees and their dependents).
• Short and optional long-term disability coverage
• 10 paid holidays per year plus vacation and sick leave.
• Employee Assistance Program (C-SEAP) available in every region of the state.
• Subsidized RTD FlexPass and free parking at most work locations.
• Reduced college tuition (CSU Global, DeVry University)
• Life insurance that includes legal resources and discounts.

For a complete review of the benefits we offer, please click onthis link.

Description of Job

ABOUT THE WORK UNIT

The Office of Administration (OoA) unit exists to efficiently manage the overall administration of the Division and to ensure consistent coordination of all similar functions between the program offices within the Division and Department. To achieve this goal, the office:

• Develops and implements policies and procedures common to the program offices;
• Coordinates training and education of managers throughout the Division;
• Manages finances and administration of multiple federal and state grant programs;
• Manages personnel, budget activities, and purchasing for the Division;
• Coordinates with the Department, Office of Information Technologies, State Controller, and other state agencies on administrative matters and office functioning.

*
WORK ENVIRONMENT Monday - Friday 8am-5:pm (Some flexibility on schedule)
Hybrid (3 days in office/2 remote) subject to change

ABOUT THE POSITION

This position will assist in meeting the increased demand on the Grants Team. Specifically, in the areas of Grant Agreements & Modifications, Grant Financial Federal Compliance, Grant Compliance Training, Managing DocuSign, Coordinating with the OoA Training Specialist to increase accessibility of grant materials, Grants Archiving and Data Management, Other Duties as Assigned, and backup to the Contract and Grant Coordinator, as needed.

DUTIES

This position must be able to take the State Controller guidance and templates and customize for the Division of Criminal Justice.

• Reviews Grant Agreements & Modification prior to the documents reaching the DCJ Grant Coordinator. All errors and corrections are either returned to the unit or updated by this position, depending on the type of error.
• Tracks the status of Grant Agreements & Modifications from receipt by the OoA through document execution; and prompt follow-up to delinquent requests after 30 days.
• Ensures that all the appropriate documents are in the appropriate grant files including the returned/final execute DocuSign agreements; and mark the CORE encumbrance approved.
• Ensures that all DocuSign content is transferred to the appropriate grant file; reconciles each envelope against the tracking sheet; and files the DocuSign envelope in the proper location within DocuSign.
• Works with DCJ Grant Coordinator, and other staff as appropriate, to obtain feedback and look for efficiencies to improve the grant agreement and modification process.
• The State Controller has mandatory content requirements for the Statement of Work that is included in each subaward (grantee) Grant Contract. Work with the units to bring the Statement of Work exhibits back into compliance.
• This position may provide technical assistance if questions arise from DCJ Staff regarding the documented guidance and training materials.

Make process level decisions within the Division Of Criminal Justice Financial Requirements to meet federal compliance and adhere to internal controls and best practices. In order to do so this position must be able to analyze, interpret and compile multiple sources of guidance to come up with a comprehensive solution.

• Must be proficient in CORE and act as a “bridge” between CORE & DCJ Grant Compliance
• Accesses to CORE to run reports.
• Reconciles expenditure information provided by the EDO Accounting team with DCJ internal tracking mechanisms.
• Supports the DCJ units, including, but not limited to, reporting match and program income for the EDO Accounting office for federal reporting.
• Assists the Grants Team in scanning, archiving, and purging documents.
• Works with the Onbase team and Organize Electronic Files by purge date.
• Assists the DCJ Grant Coordinator with Record Retention

Assists the DCJ Grant Coordinator in researching grant compliance, best practices, developing proposals, and facilitating working groups. Additionally, this position participates in any duties needed to maintain customer service and fill gaps.
Keep the DCJ Grants INTRANET up to date with all DCJ Grant Contracting materials, and coordinates with the DCJ Public Information officer to publish external facing documents. Assist in updating grant materials.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUM QUALIFICATIONS:

Experience Only:
Seven (7) years of relevant experience in contract management, contract compliance and finance administration knowledge of restricted funds at the federal, state, local, tribal, or non-profit level.

OR
Education and Experience:
A Bachelor's degree and three (3) years of experience in contract management, contract compliance and finance administration knowledge of restricted funds at the federal, state, local, tribal, or non-profit level.

*Note: Application work history and supplemental questions must clearly articulate relevant professional experience as applicable to the position.*

REQUIRED SKILLS

• Ability to prioritize and be accountable.
• Demonstrated strong critical thinking skills.
• Ability to make independent and creative decisions.
• Ability to multi-task.
• Strong organizational and follow up skills.
• Self-sufficient, highly motivated and team player.
• Ability to thrive in a fast-paced work environment with consistency and reliability
• Attention to detail

PREFERRED QUALIFICATIONS AND/OR SPECIAL QUALIFICATIONS
State contract/agreement experience
Grant finance experience
CORE experience
Grants compliance experience

CONDITIONS OF EMPLOYMENT

• Requires successful completion of a background investigation that includes a polygraph exam and a fingerprint based criminal history search.
• Must be a Colorado resident at time of submitting application.

APPEAL RIGHTS
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb. A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination

Supplemental Information

ADA ACCOMMODATIONS ASSISTANCE AND QUESTIONS
If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Human Resources at cdps_hr@state.co.us .

EQUITY, DIVERSITY AND INCLUSION
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
Colorado Department of Public Safety is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our.

NOTIFICATIONS
All correspondence regarding your status in the selection/examination process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from "state.co.us" and "info@governmentjobs.com" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

PLEASE READ CAREFULLY - RECRUITMENT TIMELINE INFORMATION

• Applications are considered complete and accurate at the time of submission. Therefore, additional information be solicited or accepted after your application has been received.
• Closing Date: All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications may proceed to the next step. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process. Answers generated by AI-tools will typically be unresponsive.
• Supplemental Question: Effective responses to Supplemental Questions will directly relate to your professional experience, career accomplishments, and views about organizational values and approaches, and how they relate specifically to this position and requirements as you understand them.
• Military Veterans :If you are a military veteran you must submit a copy of your DD-214, Member 4 Copy, and VA disability letter if available/applicable at the time of application so we can determine if you are eligible for veteran's preference points. Military personnel who are stationed outside of Colorado may be eligible for this position by submitting the completed DD-2058 "State of Legal Residence" form.
• Application Tips: For an overview of State of Colorado application process and application tips, please view this video.
• Resumes, Cover Letters, or other documents submitted: Will Not be reviewed, assessed, or used in the initial stages of the comparative analysis (transcripts submitted to verify that the applicant meets either the education requirement or minimum qualification substitution are exempt from this).
• Comparative Analysis Steps may include:
• Structured application review by a panel of SMEs

Job Type: Full-time

Pay: $70,140.00 - $112,236.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• Day shift
• Evening shift
• On call

Work Location: Hybrid remote in Denver, CO 80215

Salary : $70,140 - $112,236