Contract & Grants Management Specialist

Nov 7, 2018

NCFL currently has an exciting opportunity within its Finance Department for a Contracts and Grants Management Specialist to join our office headquartered in Louisville, KY.

 The Contracts and Grants Management Specialist is responsible for managing and coordinating accounting, compliance, and financial elements of a complex grants portfolio including federal funding, interagency agreements, Cooperative Agreements, and highly technical special projects. S/he will serve as an expert for the financial elements of the projects’ planning, implementation and evaluation as well as provide guidance on cooperative agreements, cost-share agreements, participating agreements, collection agreements, interagency and intra-agency agreements and memoranda of understanding.

The Contract & Grants Management Specialist is responsible for overseeing all grants and contracts that are awarded to and by NCFL.  These include federal, state, local and private grants and contracts.  For grants awarded to NCFL, the Specialist ensures that the organization is in compliance with all grantor rules and conditions, assists in tracking expenses and coding revenue appropriately, works with program staff to ensure they are following all rules, and files any financial reports and payment request with the grantor.  For grants that NCFL makes including subrecipient grants, the Specialist ensures that awardees follow established administrative and financial policies, procedures, and sound business practices. During all phases of grant and grantee management, this position monitors all phases of award and closing, including assessment of technical progress and performance. This position requires knowledge and skill in applying analytical and evaluative techniques to the identification and resolution of grants administration issues and knowledge of laws, regulations, agency policy, precedent cases, and other requirements that affect grant program administration. 

The Specialist will provide support to principal investigators and NCFL staff, as well as other members of the site team(s), to resolve issues related to fiscal compliance with both federal and organization regulations. Work will include assisting with account set-up, initiating budget revisions, purchase order approvals, subcontract requests, performing EDGAR reviews, trainings, supporting financial reporting needs, and other activities as assigned.

This role will handle all aspects related to budget and cost compliance for their assigned portfolio using their knowledge of grant and contract management rules and regulations, in relation to the governing OMB circulars, institutional policy, technical expertise, and analytical skills. 

Essential functions are as follows:

  • Handle the preparation and submission of financial components of contracts and grants.
  • Review and provide guidance for proposal budgets to external funders to ensure compliance with agency regulations.
  • Provide fiscal management for all contracts and grants from pre-award compliance to post-award administration and compliance.
  • Assist in the development and negotiation of contract agreements with private sector funders.
  • Coordinate approval process of proposals and spending. 
  • Monitor general ledger, identify and resolve any discrepancy with financial journals and cost transfers.
  • Ensure compliance with prime award terms and conditions.
  • Maintain working knowledge of all financial systems.
  • Provide interpretation of laws and regulations concerning use of Federal funds and quality program expenditures.
  • Approve all grants and agreements for the organization, as well as notification(s) of funding availability.
  • Assists in the review of performance reports; interprets specifications, terms, and conditions of grants and agreements.
  • Renders decisions related to performance disputes.
  • Approves all official finance-related correspondence sent to partners, program personnel, and other appropriate parties.
  • Closes out grants or agreements within the established close out procedures.
  • Performs other related duties as part of Finance team on an as-needed basis.


  • Degree in business administration, finance, or related field, with a minimum of 3+ years' experience working in school, university institution, government or nonprofit organizations, including finance, research, and grants education/experience.
  • Strong and effective communication skills, including the ability to tailor communication as needed to various audiences.
  • Detailed knowledge of Office of Management and Budget Circulars (2 CFR 200 Super Circular) and demonstrated expertise in interpreting and explaining requirements.
  • Detailed knowledge of Federal agency policies including but not limited to ESSA, etc.
  • Significant experience in developing and negotiating a variety of agreements including creative problem solving and effective decision making.
  • Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management, and financial reporting.
  • Demonstrated commitment to excellence in customer service and performance.
  • Ability to be proactive, analyze, problem solve, interpret and apply policies/regulations.
  • Ability to manage multiple projects, tasks and priorities to achieve desired goals and timelines.
  • Ability to work independently as well as part of a team.
  • Experienced with various MS Office applications; highly experienced with Excel including ability to create formulas and create financial reports.
  • Previous experience in a school, university institution, government or non-profit organization highly desirable.
  • Finance, Research, or Grants Education and/or Certification is preferred.

Travel Required

Ability to travel for federal trainings, observe sites, and to work at the NCFL annual conference, both out of State and overnight.

Supervisory status


Additional Requirement: BACKGROUND INVESTIGATION AND FINGERPRINT CHECK: Selection and retention in this position is contingent on a successfully adjudicated FBI National Criminal History Check (fingerprint check) and a background investigation. E-Verify: Federal law requires agencies to use the E-Verify system to confirm the employment eligibility of all new hires. If you are selected as a newly hired employee, the documentation you present for purposes of completing the Department of Homeland Security (DHS) Form I-9 on your entry-on-duty date will be verified through the DHS E-VERIFY system. Under the system, the new hire is required to resolve any identified discrepancies as a condition of continued employment.

If interested, please apply online here, or visit our website, and click on Careers.

NCFL is an Equal Opportunity Employer and is committed to workplace diversity.  NCFL offers a competitive salary and benefits package.  For information regarding NCFL, visit our website at






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