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Contracts Administrator

Company: Legal Aid Society of San Mateo County
Location: Redwood City
Posted on: August 4, 2022

Job Description:

----The Legal Aid Society of San Mateo County seeks a detail-oriented person to join our Operations Team. This role reports to the Director of Operations and provides administrative support for our extensive portfolio of private grants and government contracts. Legal Aid SMC connects low-income individuals, seniors, and people with disabilities with the legal services they need. The Operations Team supports this work by ensuring that the office runs smoothly and that the funders who support our work receive the data and reports they need.-- Our ideal candidate is a self-starter who is comfortable working with numbers and able to balance multiple tasks and deadlines. You---ll work closely with our Director of Operations, Executive Director, and fiscal staff members to provide administrative support for scheduling, reporting, invoicing, and grant/contract startup and closeout.-- Responsibilities:

  • Data Analysis --- You---ll use basic Excel tools (formulas, pivot tables, charts, etc.) to extract information for grant reports and invoices, and to support proposals to potential funders. Often this work is deadline-driven, so it---s important that you can prioritize tasks and manage multiple deadlines.--
  • Invoice Tracking --- You---ll make sure that our invoices are sent out on time, and that we---re billing down contracts at an appropriate rate. You should be able to spot problems or irregularities and must be comfortable bringing them to the attention of the Executive Director or Director of Operations.--
  • Invoice Checklist --- You---ll maintain an invoicing checklist in Excel, by month, that includes invoicing requirements and instructions, deadlines, people responsible (internal) and contact people (external).--
  • Scheduling and Coordination --- You---ll keep track of the application, reporting, and invoicing deadlines for Legal Aid SMC---s portfolio of 40+ grants and contracts:
    • Administrative Support for Proposal Writing --- You---ll calendar internal deadlines, schedule meetings with potential partner organizations and Legal Aid SMC staff members, and provide follow up reminders, as needed.--
    • Coordinate Agreements with Partner Organizations --- You---ll coordinate the MOU process with partners: sending draft agreements to partners for review, ensuring that negotiations move forward, and finalizing agreements and collecting signatures.----
    • Report Reminders --- You---ll maintain a calendar of grant/contract reporting deadlines and will send detailed reminders to program and fiscal staff that include report requirements, deliverables, and deadlines.--
    • Administrative Support for Funder Site Visits --- You---ll work with funders to schedule site visits (virtual and in-person), calendar individual meetings with program and fiscal staff members, collect required documents, and provide day-of coordination, as needed.-- Qualifications:--
      • Associate Degree or at least 2 Years of Administrative Experience --- This role supports the organization---s portfolio of grants and contracts, which make up a significant portion of our annual budget. We need someone who understands the demands of administrative work. You should be able to switch tasks frequently and be comfortable and capable managing multiple tasks with competing priorities.--
      • Intermediate Excel Skills --- Working with data and numbers is a significant part of this role. You should be comfortable using basic formulas (e.g., SUM, MEDIAN, COUNTIF, etc.), sorting and filtering, and creating pivot tables and charts. You should also understand when to use the different features of Excel to get the information you want from a dataset.--
      • Comfortable with Calendaring in Outlook --- We need someone who is a meticulous scheduler. You---ll enjoy this role if you like to coordinate meetings and events.----
      • Effective Communicator --- In this role you will be communicating with other Legal Aid SMC staff members as well as some of our organizational partners and outside vendors. Everyone we work with is busy, so we---re looking for someone who can create concise messages with clear action items.--
      • Problem Solver --- This role requires someone who can work independently and do some basic problem solving. Not sure which Excel formula to use? Have a question about an invoice? Your first instinct should be to do some research on your own. Frequently asking questions that can be answered by a simple internet search or a quick review of the contract is unsustainable for this role.-- ----
      • English fluency (oral and written) --- You---ll be reading government contracts and communicating with funders about contract terms and deliverables.-- ---- Compensation and Benefits:
        • Salary: Starting from $31.66/hr ($57,621/yr) or higher based on experience. This is a full-time, non-exempt position with a 35-hour workweek.
        • Benefits: Legal Aid SMC pays 100% of premium for employee-only health coverage, and up to 95% for employee + dependent coverage depending on plan selected. Legal Aid SMC pays 100% of premium for dental insurance for employee and dependents. Full-time employees receive 16 days of vacation in the first year, plus 13 days of sick leave and 12 paid holidays. Employees become eligible for 3% employer contribution to 401(k) plan after the first year of full-time employment.-- Our Workplace: Legal Aid SMC is a hybrid workplace. Employee work schedules and work locations are determined by a combination of factors including client needs, organizational needs, the demand of their workload, and personal preference. All employees are expected to be available to commute to the office as needed. Proof of COVID-19 vaccination is required. Legal Aid SMC provides computers and other equipment, supplies, and reimbursement for home internet and cell phone service needed to work remotely.-- Apply: Send your resume and a cover letter to Please use the subject line ---Contracts Administrator---. Legal Aid SMC is committed to creating a diverse work environment and is proud to be an equal opportunity employer. Persons of color, persons with disabilities, older adults, and members of the LGBTQ community are strongly encouraged to apply.-- ----

Keywords: Legal Aid Society of San Mateo County, Redwood City , Contracts Administrator, Other , Redwood City, California

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