Grants & Contracts Officer
Division: Grants & Contracts
Job Code: 13-1023
Status: Full-time, permanent, non-exempt
SUMMARY: Under the direction of the Grants & Contracts Manager, the Grants & Contracts Officer is responsible for the management and coordination of activities of Grants & Contracts for Tribal, State and Federal Funded Programs.The Grants & Contracts Officer assumes responsibility for developing, monitoring grants and contracts within guidelines of the Saint Regis Mohawk Tribe’s policies and procedures, internal control standards and objectives by performing the following duties:
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
- Reviews Scopes of Work/Statement of Work/Specifications for completeness, determines solicitation method Request for Bids or Request for Proposals, drafts Request for Bids or Request for Proposals, reviews bids and proposals for accuracy and anomalies, preparing recommendation and approval memo to programs for award.
- Review bids, proposals and contracts and sub-awards from third parties obtained by Program Managers/Directors, obtains missing information, upon review ensures that terms and conditions do not conflict with SRMT, Federal or NYS rules, regulations, ordinances. It is our responsibility to ensure that the contract is managed and administered according to regulations (Federal, State and Tribal) and policies. Be familiar with the contents of the Financial, Personnel and Procurement policy, Code of Federal Regulations and United States Code.Officer must have a thorough knowledge of practices and guidelines as legally stated in many government regulations, procedures, and policy statements that require strict adherence in duty performance.
- Drafts sub-award documentation for co-sponsored parties
- Drafts service contracts and ensures that all required documentation, insurances and written communications are incorporated into SRMT’s contract.
- Manages, organizes and assists in all phases of the bid process for construction contracting which includes transcribing minutes at pre-bid meetings and pre-construction conferences and distributing to all attendees, resolving any requests for changes in the bidding documents in reference to plans, terms conditions and specifications, composing advertisement for newspapers and SRMT website, distributing bid packages and logging contractors, determining insurance requirements, and acting as Chairman or Secretary at bid openings for service or construction contracts.
- Preparing the Red File for approval by Executive Officer or Tribal Chiefs for contracts, grant awards, Memorandum of Understanding, Memorandum of Agreement, modifications to grants, leases, and change orders.
- Preparing correspondence to accompany grant awards, requests for proposals, contracts, change orders, and modifications going to firms, organizations, individuals, and federal/state agencies.
- Monitoring grants and contracts, processing grant renewals/amendments, and drafting service/construction contracts and change orders and ensuring compliance with Federal, State or Tribal regulations.
- Liaison with SRMT Program Directors/Managers and Funding Agencies regarding grant/funding awards and reporting requirements
- Implements and promotes the effectiveness and efficiency of electronic grant applications/proposal, which may include completing the standard applications forms and certifications generated from these sites.
- Reviews and notes differences between the grant award and the grant application and indicates variances on the Red File.
- Ordering supplies for the program by researching suppliers to obtain lowest price and ensure compliance with the SRMT Procurement Policy.
- Maintains master files for contracts and grants by assigning numbers, filing all documentation pertaining to the contract or grant such as: solicitation documents, correspondence, recommendations, contractor’s proposals, supporting documents amending contracts, grant awards, budgets, modifications
- Assists in the development and documentation of policies, procedures and guidelines for Grants and Contracts.
- Assists programs in negotiations with contractors concerning the application of contract terms and conditions in support of such factors as: basis and conditions of payment, professional and technical fees, milestones, and other additional requirements.
- Advises programs on contractual procedures and assists in the resolution of problems by
- Informing and advising on procedures, Code of Federal Regulations, Financial and Procurement policies of their applications to contracting situations
- Advising on alternative options for satisfying requirements and the most economic method of solicitation
- Ensuring correct and standard interpretation and implementation of all procedures, policies and regulations related to contracts
- Informing programs about new and revised policy and procedures
- Drafts replies to contractors, government agencies related to contracting and grant activities and preparing reports when requested
- Other related duties as assigned.
SUPERVISORY RESPONSIBILITIES: There are no supervisor requirements for this position,
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: Certificate/Diploma from college or technical school or/and Associates Degree in Business Administration and one year of experience in grant or contract administration or equivalent experience.
OTHER SKILLS and ABILITIES:Strong oral and written communication skills required. Must have excellent computer skills including word, excel, and experience with varying databases. Computer testing in the applicable skills is a requirement during the interview process.
REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must be at least 18 years of age, have and maintain a valid driver’s license with a clean drivers abstract in accordance with the Saint Regis Mohawk Tribe’s Fleet Policy.
Job Closing Date: April 28, 2017
Applicants must submit letter of interest, resume, supporting documents (certificates, degrees, licenses) and proof of native preference eligibility (Status Card or letter) by email to firstname.lastname@example.org or by mail to Human Resources, Saint Regis Mohawk Tribe, 412 State Route 37, Akwesasne, NY 13655. Applicants must clearly outline that they meet the qualification requirements on their resume.
NATIVE PREFERENCE POLICY
The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job related factor. Among qualified applicants, the SRMT will give preference to the qualified native applicant.
DRUG TESTING POLICY
The successful applicant for employment must submit to and pass a drug test for illegal substances prior to employment being confirmed.
Some positions require candidate(s) to successfully pass a criminal background check prior to beginning employment, used solely for employment related purposes.
A list of qualified candidates is created from interviews that may be used to appoint individuals to similar positions within the Saint Regis Mohawk Tribe for a period of six months.