Title of Position: Supervisor, Contracts & Budgets
FLSA Status: Exempt
Department: Finance
Reports to: Director, Contracts & Budgets
Salary: $80,000-$82,000
Positions reporting to this position: Senior Contracts Manager
Purpose of the Position:
The Contracts & Budgets Supervisor supports the Finance Department by providing guidance and oversight to the Senior Contracts Management team. The individual in this position is responsible for supervising the staff in all day-to-day functions Including but not limited to government contract audits and pre-audit preparation, payroll allocations and budget modifications. The Supervisor will lead and review all payroll allocations and reports findings to the Director of Contracts and Budget
Responsibilities:
- Supervise a team of Senior Contract Managers, maintain the high integrity and compliance of the department.
- Review monthly billing for accuracy and approval before submission to funding agencies and prepare annual contract budgets, budget modifications and financial close outs.
- Ensure the accurate and timely completion of monthly contract variance reports with contract budget and year to date spending analysis.
- Maintain and review payroll allocations and other expenses allocated to government contracts; ensure that necessary journal entries are completed as necessary.
- Assist with pre-award activities including reading proposal guidelines; collecting, composing, and/or preparing administrative components for proposal submissions.
- Guide managers in the preparation of pre-award applications, perform funding searches, develop, and prepare budgets, and monitor regulatory compliance requirements.
- Assist with post ward activities including account creation, regulatory compliance monitoring, salary and insurance allocations effort reporting, materials order processing, invoice preparation, payment processing, cost center charges, cost transfers, grant projections, grant closing processes, and account closing.
- Oversee the completion of monthly and annual reports.
- Work on ad hoc financial requirements and serve as a point of contact.
- Ensure that Maintain contractual records and documentation including receipts and contract correspondence, subcontract information sheets, contractual changes, status reports and other documents for all projects.
- Liaise with auditors on all aspects of government contract audits including pre-audit preparation of documents, actively participate in the auditor’s site visit, and follow up as needed.
- Ensure timely contract close-out, extensions or renewals, modifications, and monitor transaction compliance.
- Present weekly, monthly, and annual financials (P and L) and contract variations to senior operating staff.
- Work with Finance and Program management to ensure adherence to broader finance and risk requirements such as revenue recognition, pricing, discounting, and bidding policies.
- Understand and evaluate economic impact of contractual terms.
- Manage contract audit, validate site census billings, and conduct audit of all supporting documentation.
- Review processes and procedures related to CARES and make recommendations.
- Work with Program Directors and Administrative Assistants to ensure accurate shelter reporting and appropriate approval.
- Conduct site visits to ensure CARES Billing is followed, scanned and reviewed, if required.
- Responsible for submitting insurance certificates and other financial reports to funding agencies as needed.
- Interact with Win senior managers on a regular basis.
- Coordinate multiple projects with concurrent deadlines.
- Coordinate with the Finance Department to ensure problem- free audits and financial report submissions to all funders.
- Participate in monthly P&L meetings with program staff and provide financial reports for review prior to each meeting.
- Track, monitor, and follow up all internal and external communications related to the Contracts and Finance Departments.
- Attend related trainings and meetings with DHS on and off site as needed.
- Effectively manage multiple deadlines and concurrent tasks interdependently.
- Must maintain a high degree of confidentiality.
- Perform other related duties as assigned.
Essential Functions:
- Must be able to sit at a computer for the majority of the workday.
- Must be able to use public transportation to attend Win meetings, trainings and other contracts related meetings.
Qualifications:
- Commitment to Win’s mission, vision, and values.
- BS in Accounting/Finance required.
- Minimum 4 years supervisory experienced required, supervising a staff of 5 or more.
- Ability to function well in a demanding environment.
- Proficiency in Microsoft Suite skills required, including advanced Excel skills.
- Demonstrated use of nonprofit accounting systems and software required.
- Excellent verbal and written communication skills required.
- Three (3) years of experience within a progressive nonprofit interacting with senior level staff.
- Working Knowledge of GAAP accounting required in a nonprofit setting required.
- Experience with different accounting systems MIP (Sage) a plus.
- Strong organizational, time management and presentation skills required.
Core Competencies:
- Leadership: Engage and supports team to achieve high standards
- Facilitating Change: Deliver high quality results consistently. Works as a positive team member to achieve goals.
- Managing Performance: Monitor performance against standards and share expectations clearly. Give feedback in writing and verbally, document performance concerns.
- Applying and Developing Expertise: Applies technical knowledge to solve problems quickly and effectively. Manages time well and pays attention to detail.
- Communicating and Collaborating: Values the full spectrum of diversity and inclusion. Communicates urgent priorities effectively.
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WIN’S DIVERSITY, EQUITY & INCLUSION HIRING COMMITMENT
Our most effective service to our community comes from a diverse mix of minds, backgrounds and experience. As a result, we are committed to cultivating an inclusive work environment. Win actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition,
