Job Posting: Contracts & Procurement Analyst
Love the California coast and the environment and working with contracts and grant agreements? This might be the job for you!
The position is located in Oakland, CA.
Under the general supervision of the Contracts and Procurement Manager, the incumbent is responsible for all phases of Contract and Grant Agreement document preparation process. Duties require accuracy and understanding of the State and Conservancy’s Contract processes. Duties are technical and analytical in nature and carried out with a high degree of independence.
Primary responsibility includes preparing new agreements and amendments from electronic model agreements using Track Changes to coordinate edits from legal staff, project staff and others in the review process. Edit data from electronic documents, ensure all edits are incorporated correctly, proofread, and print out onto appropriate paper. Ensure all executed agreements and amendments are accurately registered to the State Contract Procurement Registration System (SCPRS) and ensure that all executed SCC new agreements and amendments are processed in the Fi$Cal system. Secure the vendor’s supplier ID by using the std 204. Create contract shells and Purchase Orders to fully encumber the funds in Fi$Cal to pay invoices. Ensure all SCC new agreements and amendments are accurately entered onto the Database, Tracking Log, and onto the paper version Drawdown Sheet. Oversee the accuracy of Contracts information in the SCC’s Project Database to ensure the accounting of all executed and closed agreements are reflected accurately.
Serves as back-up to process SCC invoices from grantees and contractors. Work with project staff, contractors, grantees, and the Conservancy’s Accounting Unit to get invoices processed for payment. Complete the invoice process which includes review of grant/contract agreements to ensure conditions precedent to payment have been met, the reimbursement requests are substantiated by appropriate back up documentation, that appropriate funding payments are made according to encumbrances, and reimbursable invoices are copied to the grants manager. Work with project staff and grantees/contractors to resolve invoice problems internally, if possible, or prepare and process Invoice Dispute, when necessary. Enter invoice payments into SCC Project Database, ensuring electronic records match hard copy drawdown sheets in agreement file. Receive invoices into Fi$Cal before forwarding to Accounting Unit for further processing.
Serves as back-up for preparing SFBRA agreements. Ensure all edits are incorporated correctly, proofread, and finalize agreements. Prepare and send out for DocuSign from electronic model agreements using Track Changes to coordinate edits from legal staff, project staff, and others in the review process. Edit data from electronic documents, ensuring all edits are incorporated correctly, proofread, and print out onto appropriate paper. Responsible for ensuring that all executed agreements and amendments are accurately logged. Back-up for processing SFBRA invoices from grantees and contractors. Work with both SCC and MTC project staff, contractors, and grantees to get SFBRA invoices processed in a timely manner. Prepare extensions, augmentation, and other amendments, as requested. Maintain active agreements, as necessary.
May be asked to fill in for other staff as back up, for cross training purposes. This includes performing mail duties and assisting with board meetings, when required. May contribute and participate in JEDI related meetings. Update the Contracts and Procurement manual, when required and as needed. Assist with audit requests. Includes gathering information, responding to auditors, and reporting back to management, as required. Assist with preparation of the annual Contracting Reports to DGS. Perform special projects as required and requested.
You will find additional information about the job in the Duty Statement.
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