Department: Contract and Data Management
Type: Regular, full-time
Location: Remote/Hybrid (remote with the possibility of being on-site)
Status: Non-exempt
Hourly rate: $31.25 (salary is negotiable)
# of Openings: 1
This position is currently remote with the possible option of returning to a hybrid/on-site model in the future. Candidate must reside or be willing to relocate to San Diego County, California.
Who we are
SBCS (formerly South Bay Community Services) transforms communities to support the well-being and prosperity of children, youth, and families. For more than 50 years, we’ve worked throughout San Diego to provide safe shelter, transitional housing, intervention prevention programs, mental health support, and many other services that meet the ever-changing needs of our communities.
Our organization is dedicated to offering high-quality services and ensuring all services align with the community's needs. To best serve our communities, SBCS partners with various grassroots organizations throughout California to develop innovative strategies that enhance services, empower clients, and ensure that culturally appropriate and trauma-informed care is offered. SBCS provides a wide range of services tailored to meet each client's unique needs. At SBCS, our client-centered approach highlights the importance of respect, empathy, and compassion when interacting with all community members.
About YOU
You are an advocate and champion of nurturing communities where families can pursue their dreams and fulfill their potential.
You are dedicated to and energized by engaging directly with individuals and communities.
You care deeply about the well-being and prosperity of ALL children and youth throughout San Diego.
You want to become a part of an energetic and effective team, and contribute your expertise, creativity, and insights to a unique role encompassing program management, development, and direct counseling services for at-risk children, adolescents, and families.
About our organization
SBCS is home to a committed team of 470 dedicated employees and volunteers who diligently serve all of San Diego County. Having offered services for 52 years, SBCS is committed to providing hope and support for numerous young children, individuals, and families facing adversity. With an annual budget of $68 million, SBCS continues to be a beacon of assistance in the community.
Competitive and Sustainable Employee Pay Package:
SBCS offers competitive pay and additional benefits for full-time employees, including generous vacation time, holidays, health, vision, dental, flexible spending accounts, an employee assistance program, discount programs, public service forgiveness loan, and an excellent retirement plan with matching contributions. Hybrid and remote schedules are available based on the program and job roles.
RESPONSIBILITIES:
Under the direct supervision of the Contract Analyst Manager and Contract and Data Management Director, the Contract Analyst is responsible for providing a critical service, which ensures that the community receives quality care and support from SBCS. Duties will include contract compliance, contract reporting/data quality, and alignment with the agency goals, objectives, and mission. The Contract Analyst is responsible for working with the Contract and Data Management team and Program team to fulfill the execution and reporting of contract goals and objectives.
The Contract Analyst is responsible for agency contract compliance and contract reporting. This includes, but is not limited to troubleshooting reporting issues, working with data to complete reporting requirements, maintaining policies and procedures, developing reporting guides, creating and tracking of contracts, subcontracts, MOU’s, and BA’s, etc.
DUTIES:
Contract Compliance-
- Create, update, and maintain contract reporting policies and procedures.
- Assist and support Departments with contract and subcontract management, including amendments and renewals.
- Research regulations to guarantee contracts are updated and in compliance with the law.
- Coordinate efforts to ensure contracts, contract amendments, other agreements and documents are in compliance with legal, policies and procedures.
- Maintain current knowledge of applicable federal, state and local authorities as well as best practices in order to uphold compliance.
- Read, analyze and interpret grants, contracts and technical procedures and governmental regulations, as necessary.
- Advise and interpret contract requirements, obligations, and risks.
- Draft and edit contracts, subcontracts, and MOUs, maintaining general familiarity with HIPPA, City, County, and federal grant regulations, as well as private sponsor and foundation requirements.
- Review insurance submittals/requirements.
- Collaborate with subrecipients and program partners to ensure contract compliance.
- Assist with monitoring compliance with policies and procedures via desk reviews and site visits.
- Responsible for contract archiving, including file storage, distribution, reporting, and retrieval.
Contract and Data Reporting-
- Support SBCS Program Directors in maintaining program outcomes data, working together to ensure accurate and clean data, meeting reporting deadlines, and adhering to contract requirements.
- Utilize various databases including Efforts to Outcomes (ETO), CMEDS, HMIS/Clarity, etc. to complete required contract reports.
- Provide ongoing data and invoice monitoring of assigned contracts.
- Prepare and review required reports, statistics, and/or invoices for funding sources.
- Monitor timelines and quality of report submissions.
- Ensure that reports are submitted by funder assigned deadlines.
- Collaborate with data team to create/optimize data reports.
SBCS Alignment-
- Adhere to and uphold the rigorous standards of SBCS as mandated by its mission purpose, guiding principles and standards of quality.
- Participate in and carry out SBCS plans/vision.
- Complete agency-wide annual training requirements.
Other-
- Support Grant Writer Team by fulfilling data/report requests.
- Attend and participate in required meetings and/or conferences.
- Ability to manage multiple projects in a fast-paced team environment.
- Ensure all timelines and deadlines are met.
- Other duties as assigned.
QUALIFICATIONS:
- Ability to work independently and unsupervised.
- Proactive in communicating and identifying obstacles and challenges to supervisor.
- Responsible and accountable for own actions.
- Candidate must work according to the procedures, rules and regulations with the ability to recognize recurring issues and analyze their causes.
- Ability to maintain a clear and focused outlook under pressure.
- Analyze and prioritize tasks under pressure.
- Ability to manage multiple competing tasks and deadlines for a caseload of 15-20 contracts.
- Affinity for problem-solving and critical thinking.
- Detailed-oriented and focused.
- Willingness to take on new challenges and develop new skills.
- Flexible and able to quickly pivot in a changing environment.
- Ability to identify and adjust policies and processes, as needed.
- Bachelor’s degree
- 1-2 years of experience with grant management, outcomes reporting and/or contract compliance.
- Intermediate or advanced knowledge in Microsoft Excel, Access, Word, PowerPoint and Outlook.
- Must have word processing skills, including the ability to format and organize.
- Excellent verbal and written communication skills.
- Strong administrative and organizational skills.
- Experience with virtual meeting software is preferred.
Conditions of Employment
- Employment may be conditioned upon satisfactory completion of certain background clearances which may include a Department of Justice criminal background check requiring my fingerprints (Live Scan), screening through the National Sex Offender Public Website, drug test, tuberculosis (TB) test, and such additional clearances as may be required under the program.
PHYSICAL DEMANDS:
- Mentally and emotionally: Ability to work under deadlines, various projects and dealing with clients in crisis and difficult situations.
- Must be able to remain in a stationary position during shift.
- Moves throughout the building.
- Moves, raises, or lowers (includes upward pulling) an object or equipment up to 50 lbs.
- Transports an object, from 20 to 50 lbs. across the facility, for various needs.
- Ability to exert force upon an object so that the object moves away from the force.
- Ability to exert force upon an object so that the object moves toward the force (includes jerking)
- Ascending or descending stairs and ladders when applicable. Body agility is emphasized.
- Balancing: Maintaining body equilibrium to prevent falling when ascending, descending, traversing.
- Stooping: Bending body downward and forward by bending spine at the waist, requiring full use of the lower extremities and back muscles.
- Handling: Seizing, holding, grasping, turning, or otherwise working with objects or office machinery.
- Communicating: Expressing or exchanging ideas. Communicating is important for those activities in which workers must impart information to clients or to the public, and in those activities in which they must convey detailed or important instructions to other workers accurately, or quickly.
The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time unless restricted by a negotiated contract.
Accessibility Accommodation
SBCS is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.
Equal Employment Opportunity
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, genetic information, parental status, national origin, disability status, protected veteran status, or any other characteristic protected by law. Equal Opportunity Employer/Program – Auxiliary aids and services are available upon request to individuals with disabilities.
At-Will Employment Status
Please note that all employment with SBCS is at-will, which means your employment may be terminated at any time by you or SBCS, without cause or advance notice. The terms and conditions of any employment may also be modified.
