Tri-Valley Haven is dedicated to creating a safe and supportive environment for individuals and families experiencing domestic violence, sexual assault, homelessness, and poverty. For almost five decades, we have provided services that empower, inspire, and promote independence. Join us in making a difference in the lives of those we serve. We are currently seeking aContracts Manager to manage government funding contracts.

General Responsibilities: Under the direction of the Director of Finance and Compliance, the Contracts Manager will develop and maintain a thorough understanding of Tri-Valley Haven’s government contracts and foundation grants. Responsible for the timely submission and accuracy of agency applications, contract budgets and modifications, and invoices in collaboration with the Budget Manager. The Contracts Manager is accountable for the overall quality and correctness of agency contract documents. The Contracts Manager will train and assist TVH managers with preparing contractual documents and submitting those to funding entities. Duties include fiscal management and the creation, monitoring and modifying of contract budgets. The Contracts Manager will also assist the Budget Manager to develop and manage payroll allocations.

General Requirements: 3 years’ minimum experience in data and contract management; two years’ experience with computers; one year in a non-profit setting, in a social/human services field preferred. Ability to manage time and tasks effectively; strong attention to detail; demonstrated aptitude in training people; bachelor’s level of conceptual thinking is required; ability to work in a team environment, yet be self-directed.

AREAS OF RESPONSIBILITY:

I. CONTRACTS MANAGEMENT
A. Develop and maintain a thorough knowledge of all government contracts and foundation grants.
B. Responsible for preparation and submission of government contract applications.
C. Routinely review new government funding opportunities for relevance to TVH programs.
D. Coordinate the completion and submission of required reports; work with program directors on reports combining fiscal and statistical data.
E. Prepare contract budget modifications in collaboration with program directors, Budget Manager and the Director of Finance and Compliance.
F. Routinely track all contract expenditure, prepare all contract invoices according to schedule, and work closely with the Director of Finance and Compliance to manage employee time allocation plan and to ensure contract spend-downs.
G. Participate in quarterly contract performance/expenditure review with Executive Director, Director of Finance and Compliance and Program Directors as needed.
H. Act as agency liaison with all government contract monitors, attend meetings and training required by contracts, and is present at all contract monitoring visits.
I. Responsible for taking the lead role in preparation for site monitoring: create and/or collect all documents required in advance, create and/or collect all documents required during monitoring. Coordinate all aspects of site monitoring.
J. Provide contract information as requested by independent auditor during annual agency audit; and be available for questions/assistance during annual agency audit.
K. Maintains skills on government contract reporting software, upload/enter invoice amounts.
L. Maintain contract files, scans all contracts and contract modifications; and all invoices on contracts in electronic form.
M. Maintain a current roster of all contract monitors and related personnel listing all forms of contact information (phone, fax, e-mail, address).
N. Respond to all funder requests for information as needed.
O. Maintain required registrations such as Unique Entity Identification (UEI), Annual Registration with State of CA for nonprofit status.

II. ACCOUNTING TASKS
A. Track spending on most government contracts on a minimum of a monthly basis. Prepare and submit billing invoices according to funder specifications. Collect back-up documents for invoices according to funder specifications. Record on invoice log for accrual.
B. Enter journal vouchers as needed to adjust balances on contracts.
C. Record ACCFB and Grocery Recovery weights monthly.
D. Alternate for Accounts Payable as appropriate.
E. Enter all check and cash receipts into log daily.

III. DATA MANAGEMENT
A. Develop and maintain thorough knowledge of statistical database software and oversee the organization, maintenance, and utilization of data for various purposes. Work with Program Directors to review/update internal forms to ensure compliance.
B. Ensure the overall quality and accuracy of service data in contract reports submitted by the agency. This may involve implementing data quality control measures to maintain high standards. Track client service data entered by staff to ensure trends match historical data, check for any irregularities, and bring any issues to the attention of the appropriate manager, the Director of Finance and Compliance, and the Executive Director.
C. Responsible for the preparation and submission of reports to funding entities. This involves compiling data, analyzing trends, and presenting information in a format required by the funding entities. Work with Program Directors to review/update internal forms to ensure compliance.
D. Providing training and assistance to TVH staff and managers in the collection and input of clients' data. This helps ensure that data is consistently and accurately recorded across the organization. Develop or modify tools/spreadsheets/forms as required to ensure capture of required data; train staff on new or changing requirements; provide concise definitions and examples.
E. Provide statistical information and data files as requested by independent auditor during annual agency audit; and be available for questions/assistance during annual agency audit.
F. Develop skills to modify or adapt statistical database screen/fields/reports as needed to collect required information.
G. On a monthly basis, track all client information, services, crisis line calls and community education/outreach and measure against contract goals.
H. Prepare occasional reports as requested; such as Homeless Point in Time Count.

IV. GENERAL TASKS – Performs general tasks and represents Tri-Valley Haven in a professional manner as needed.
A. Attend monthly staff meetings, and other meetings assigned.
B. Participate in community fundraising and special events.
C. Must have an insured automobile that employee will use as necessary.
D. Must maintain a good Motor Vehicle Record (MVR) to be able to drive for the agency.

V. OTHER TASKS AS ASSIGNED BY THE DIRECTOR OF FINANCE AND COMPLIANCE AND/OR THE EXECUTIVE DIRECTOR WITHIN THE SCOPE OF TRI-VALLEY HAVEN’S MISSION.

VI. ADA ESSENTIAL TASKS

A. Working alone
B. Working in high stress situations
C. Good reading vision
D. Sitting
E. Walking
F. Good communication skills
G. Specific knowledge or education
H. Learning ability
I. Good distance vision
J. Ability to speak clearly
K. Ability to discriminate speech
L. Reasoning and thinking skills
M. Ability to solve problems
N. Operation of a motor vehicle
O. Lifting or carrying 10-20 pounds
P. Ability to work in a busy environment

Tri Valley Haven's Value Proposition 

In addition to offering meaningful work, job stability and competitive compensation, eligible employees receive:

Excellent health benefits (Platinum and Gold Plans).
Employee dental and vision benefits, 100% agency paid.
Free life insurance coverage, $20,000.
Generous vacation and sick time accruals.
Two floating holidays and 15 paid holidays.
Retirement Plan, plus match.
Employee Assistance Program.
Flexible Spending Account.

Tri Valley Haven is an Equal Opportunity Employer; there shall be no discrimination based on age, disability, sex, race, religion or belief, gender, marriage/civil partnership, pregnancy/maternity or sexual orientation. Decisions related to hiring, compensating, training, evaluating performance, or terminating are made fairly. We examine our unconscious biases and take responsibility for always striving to create an inclusive environment that makes every employee and candidate feel welcome.

Tri Valley Haven

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