What are the responsibilities and job description for the Grants and Contracts Program Manager 1 position at State of Washington Pierce Conservation District?
Description
Job Title: Grants and Contracts Program Manager
Position Type: Regular, Full-time, Non-Exempt
Hiring Salary Range: $65,470- $70,812
Priority deadline: Applications will be accepted until the position is filled.
Position Summary
The Grants and Contracts Manager plays a pivotal role in managing all Grants and Contracts within Pierce Conservation District (PCD). Reporting to the District’s Assistant Director, this individual will bring their technical expertise, creativity, and energy to support PCD’s diverse funding portfolio across all programs. The role will ensure proper fiscal oversight, compliance with state and federal regulations and efficient post-award grant and contract administration.
About Pierce Conservation District
Pierce Conservation District is government that works. We work strategically and passionately to conserve and restore the natural resources of Pierce County. Our work improves both rural and urban communities, benefiting the health and well-being of our citizens. With five core programs in Farm Assistance, Water Quality Improvement, Habitat Improvement, Urban Agriculture, and Environmental Education, we focus on clean water, healthy soil, salmon recovery, and local food access for all. When you join Pierce Conservation District, you become part of a talented and committed team driven by a shared mission to improve the environment and our community.
Duties
Duties
In collaboration with the Assistant Executive Director, this position is responsible for managing the District’s portfolio of grants and contract awards. This position will work closely with PCD Program Directors to oversee the fiscal management of grant & contract activities, including initiation, monitoring, financial reporting, and final closeout. More specifically, responsibilities will include managing grant billing, tracking budgets, and ensuring compliance with both state and federal regulations
The duties outlined below are intended as examples of the work performed in this role. The omission of specific tasks does not exclude them from the position if they are similar, related, or a logically assigned to the role.
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Review and ensure compliance of grants and contracts identifying guidelines including legal obligations, funding guidelines, deadlines, and deliverables.
- Maintain grants and contract records for accuracy and record retention compliance.
- Maintain filing system for grants and contracts, including maintenance of a PCD master Grant and Contract index document.
- Maintain documents for accounts receivable, billable and payable, ensuring proper fiscal allocations for grants and contracts
- Perform quality control throughout fiscal life cycle associated with all grants and contracts.
- Overseeing all informal and formal procurement processes for service contracts, purchased services, large scale supplies and materials, and public works projects. This includes all phases of the procurement and contracting, such as pre-solicitation, solicitation/bid/RFP/RFQ process, contract negotiation, monitoring during the award period (including reporting and payments), and close-out.
- Ensuring compliance with both informal and formal procurement processes.
- Develop and maintain budgets and monthly grants reports for PCD staff and the monthly Board of Supervisors meeting.
- Collaborating with PCD Staff to draft outgoing contracts, subawards and supporting documentation.
- Prepare financial reporting and work collaboratively with PCD Staff to ensure timely submission of required billing and reporting.
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Use multiple systems to enter, retrieve, and analyze grants/contracts financial data accurately and efficiently to include but not limited to:
- Manage award information across multiple internal systems to include but not limited to Excel budget workbooks and QuickBooks.
- Managing information and invoicing/reimbursement requests through sponsor-specific systems (e.g., EAGL, PRISM, Ariba, State Conservation Commission, etc.)
- Assist with audits by state, federal, and sponsor entities.
- Assist with preparation of indirect cost rate proposals.
- Assist in continuous improvement of policies, procedures, and tools to increase efficiency and effectiveness.
- Willingness and ability to share knowledge and help build capacity of other staff through sharing of knowledge, training, and coaching.
Qualifications
Required knowledge, skills, and abilities
- Proficiency with Excel, Word, Microsoft Outlook, and QuickBooks.
- Associate degree in accounting, business, or other relevant field is recommended, bachelor's degree preferred.
- Four years of relevant professional experience in related discipline involving contract/agreement review and administration, grant billing and reporting, purchasing for government and/or non-profit organizations.
- Experience managing grant awards from various Federal and state sources including but not limited to supporting grant application submissions, completing financial reporting, and administering outgoing contracts and subawards.
- Commitment to accuracy and excellent attention to detail
- Ability to effectively manage change within an organization, adapting strategies as needed to meet evolving grant requirements.
- Efficient time management and prioritizing skills.
- Ability to work collaboratively and independently to achieve District goals.
- Willingness and ability to share knowledge and help build capacity of other staff through sharing of knowledge, training, and coaching.
- Dedication to the mission of the Pierce Conservation District.
Preferred Knowledge, Skills, and Abilities
- Relevant certifications (e.g. grant management, procurement, project management).
- Solid business management skills, including budgeting, financial analysis, and reporting.
- Familiarity with State and Federal grants and contract management. Familiarity with government formal procurement and willingness to serve as the internal Subject Matter Expert for procurement – including commitment to continued learning.
- Knowledge of regulations related to local government financial management, including BARS and SAO reporting, audits, and best management practices. Understanding of cash-based accounting, grant accounting, accounting systems/databases, and financial analys is and reporting.
- Experience undergoing Federal single audits.
- A professional knowledge of policies and practices of Conservation Districts or other local governments.
Physical Requirements and Working Conditions
This position works exclusively in an office environment with occasional travel to a variety of locations to conduct work and may be exposed to typical hazards encountered at such work sites. This is a full-time position consisting of 40 hours/week. Position will require some work on weekends or after regularly scheduled work hours. The primary duty station for this position is located at the Pierce Conservation District main office located at 308 West Stewart Street Puyallup, WA 98371
This position requires the ability to:
- Operate a computer almost constantly throughout a standard workday.
- Sit or stand for long periods of time in a standard workday.
- Hold a valid, unrestricted Washington State driver’s license (or ability to acquire upon hire).
Supplemental Information
Compensation & Benefits
Annual Salary: (PM 1 step 6) $65,470 - (PM 1 step 8) $70,812 - Depending on Qualifications
This is a full time, non-exempt position as a Program Manager I. Benefits include:100% of premiums paid for medical/dental/vision for you and your dependents as well as accrued paid sick leave, annual leave, 11 paid holidays per year, an ORCA card and a training budget. The choice of social security or retirement in the form of a 457(b)-FICA Replacement Plan
Pierce Conservation District is a Union Represented work place represented through AFSCME, Council 2, Local 3300-represented organization, and this position is represented by the AFSCME Union. You can find a link to the current Union Collective Bargaining Agreement on our website.
Pierce Conservation District is proud to be an equal opportunity employer. We are committed to creating a diverse and inclusive workplace where all employees are valued and respected. We do not discriminate on the basis of race, color, national origin, sex, disability, age, or any other legally protected status. We encourage individuals from all backgrounds to apply and join us in our mission to equitably support community-driven solutions to our local environmental challenges.
Application Instructions:
Please email a cover letter and detailed resume to:
Dana Coggon DanaC@PierceCD.org and Lisa Kreissl @ LisaK@pierecd.org
Salary : $65,470 - $70,812
