Primary Job Responsibilities

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. 

• 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.
• 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.