New job Government Contracts Assistant in New York

Reports to: SENIOR GOVERNMENT CONTRACT IMPLEMENTATION MANAGER

Location: 305 7th Ave, 9th Floor, New York, NY 10001

Hours: 35 Hours/Week; Non-Exempt

Job Summary: The Government Contracts Assistant will support the Government Contracts Implementation Team which is responsible for managing all agency government contracts. The Assistant will be responsible for supporting the Contract Managers

• Provide office management/administrative support such as photocopying, scanning/saving electronic files, faxing, mail merges, ordering supplies, providing once-a-week phone reception for the agency, etc.
• Manage department’s hard and cyber files
• Draft and prepare letter correspondence
• Sort, distribute and follow up on incoming department mail
• Perform special project work as needed
• Schedule and prepare documents, and participate in site visits, audits and meetings as requested
• Attend and scribe meeting notes as needed
• Communicate with funders and departments across the agency for program and project implementation

• Manage government contracts reporting schedule; set report reminders; send regular reminders to program, fiscal and evaluation staff and follow up as needed to meet deadlines
• Collect reports in a timely manner; assist in editing reports and clarifying information
• Assist Contracts Managers in submitting reports to government funders and act as liaison to all GSS internal departments
• Manage back-up documentation for reporting process
  

• Support department in processing and managing existing government grants/contracts and those pending renewal
• Distribute contract documents to appropriate agency staff to ensure timely delivery of critical contract/program information
• Collect, track and maintain attendance back-up from school-based programs needed for fiscal invoicing
• Assist in administrative tasks around contracting with Managed Care Organizations and submitting of necessary documents and reports
• Assist Contract Managers in various licensing and certification process as needed.
• Provide support as needed to complete catalog of contract summaries
• Submit documents, including procurement documents, in City, State and Federal databases such as PASSPort, HHS Accelerator, Grants Gateway, CMS, etc.
• Enter necessary data into agency database such as Salesforce; run necessary reports on data collected

• BA degree preferred
• One year related experience and familiarity with office systems and procedures required
• Proficient in Microsoft Office Suite required;
• Must be self-motivated, detail and deadline oriented with superb follow-up and prioritizatio skills
• Must demonstrate ability to perform in a busy work environment during high volume periods
• Must demonstrate professional writing skills
• Proven ability to communicate with staff at all levels
• Must have a commitment to work from a strength based and/or youth development perspective
• Must be able to work independently and in as a team.
• Must possess the ability to build collaborative relationships across teams, departments and external stakeholders
• The ideal candidate is someone who thrives on creating effective and efficient systems to support a busy team that supports human service programs across the city.