Position Title: Grants Coordinator

Employer: Workforce Initiative Association

Work Location: In-Person, Canton, Ohio

Employment Type: Regular, Full-Time, Non-Exempt

Compensation: $25.13 - $28.21/hour; $49,000 to $55,000/annually (37.50 hrs/week|1950 hrs/year); commensurate with experience

About the Role

Our organization is looking for a detail-oriented Grants Coordinator to manage procurement, contracting, and monitoring of subrecipient and contractor agreements. You'll oversee the contract lifecycle, invoice billing and payment, and subrecipient compliance; serving as a trusted partner across the organization.

If you are detail-oriented, efficient in time management, strong in verbal and written communication, and genuinely committed to sound stewardship of public funds and someone who brings a professional, positive attitude to every interaction. Apply today! 

Job Summary

The Grants Coordinator is responsible for the procurement, contracting, and monitoring of subrecipient and contractor agreements for the organization. This role involves coordinating the receipt, evaluation, and processing of contract proposals, creating and managing contracts, overseeing the billing and payment of invoices, and ensuring compliance with all applicable government regulations and legislation. The Grants Coordinator will also be tasked with monitoring subrecipient performance, providing technical assistance, and ensuring that all activities align with federal, state, and local policies.

Essential Duties and Responsibilities include the following. 

Procurement and Contract Management:

• Coordinate the procurement process, including the solicitation, receipt, review, and evaluation of contract proposals and subrecipient awards. Maintain potential service provider lists; organize and facilitate proposal conferences.
• Evaluate contract proposals and subrecipient awards against established procurement criteria, and develop, negotiate, and execute subrecipient and other contracts in accordance with organizational policy and applicable federal and state grant requirements.
• Oversee the lifecycle of contracts, including amendments, renewals, and closeouts, determining when and how contract terms should be modified.
• Maintain accurate and organized contract files and documentation.
• Coordinate occasional administrative procurement projects on behalf of the organization.

Subrecipient Monitoring:

• Monitor subrecipient agreements to ensure compliance with federal and state laws, regulations, and local policies.
• Apply the organization's risk-assessment criteria to assign subrecipient risk levels, and use the assigned risk level to determine the scope, frequency, and intensity of required monitoring per established procedures. Apply established federal and state criteria to make subrecipient-versus-contractor determinations, escalating unclear cases to the Accounting Manager.
• Conduct regular on-site and desk audits of subrecipients to evaluate program performance, financial management, and adherence to contract terms.
• Review subrecipient audits, cost allocation plans, indirect cost rates, expenditure reports, policies, and procedures to ensure alignment with regulatory and funder requirements, identifying findings against established compliance standards.
• Provide guidance and technical assistance to subrecipients to help meet compliance standards.
• Prepare monitoring reports documenting findings and draft recommended corrective actions for the Accounting Manager's review and approval. Follow-up on the implementation of approved corrective action plans.
• Provide quality control monitoring of the organization's internal program activities.

Financial Oversight:

• Review invoices for contract compliance and cost reasonableness against established criteria and recommend approval or rejection to the Accounting Manager, ensuring timely and accurate payment processing in alignment with contract terms.
• Monitor subrecipient budgets, ensuring proper use of funds and compliance with financial reporting requirements.
• Assist in the development and management of budgets related to contracts and subawards.
• Collaborate with organization and subrecipient managers to ensure funding is expended within grant guidelines and periods of performance.

Performance Compliance, and Reporting:

• Ensure all procurement and contracting activities adhere to relevant laws and regulations.
• Prepare and submit required reports to federal, state, and local agencies, ensuring accuracy and timeliness. Prepare and distribute Schedule of Expenditures of Federal Awards (SEFA) reporting information to subrecipients.
• Provide oversight of program performance standards, data entry, and records maintenance.
• Stay informed of changes in laws and regulations that may impact procurement, contracting, and subrecipient monitoring activities.

Collaboration and Communication:

• Report regularly to the Accounting Manager on procurement, contracting, and monitoring activity, escalating high-risk, high-dollar, or unusual items for review.
• Route final award decisions, subrecipient agreements, and monitoring findings through the Accounting Manager for approval, with final sign-off retained by the Deputy Director, Finance in accordance with the department's separation-of-duties controls.
• Work closely with program managers, legal, finance, and other departments to ensure coordinated and efficient contracting processes.
• Serve as primary contact for subrecipients regarding contract-related inquiries and issues.
• Facilitate training sessions and workshops for subrecipients on compliance, reporting, and other relevant topics.
• Participate in professional development activities to maintain knowledge of changing local, state, and federal grant management regulations and accounting practices.

Perform any other duties or tasks consistent with the nature of this position and the goals of the organization.

Education and/or Experience

• Bachelor's degree from an accredited college or university; or three to five years related experience and/or training; or equivalent combination of education and experience.
• Experience in governmental accounting/auditing, procurement, contract management, subrecipient monitoring/compliance oversight, or grants administration, specifically within a government or nonprofit setting, is preferred.
• Experience with federal or state workforce development programs, particularly under the Workforce Innovation and Opportunity Act (WIOA), is highly desirable.
• Excellent communication and team-building skills and the ability to communicate effectively in verbal and written form.
• Ability to exercise independent judgment and effectively collaborate with all levels of the organization and its customers. 
• Ability to maintain confidentiality of customer and staff information. 
• Ability to plan, organize, prioritize, assign work, effectively manage multiple tasks, and meet deadlines.
• Strong computer skills needed in Microsoft applications as well as the ability to navigate electronic software systems and web applications.
• Ability to travel for on-site monitoring, training or conferences, as needed. 
• Valid Ohio driver’s license.

About Workforce Initiative Association (WIA): 

WIA's mission is to provide workforce development programs that serve area businesses and prepare adults and youth for worthwhile and sustainable employment, especially recognizing those economically disadvantaged individuals and others in special need, through the US Department of Labor’s Workforce Innovation & Opportunity Act federally funded programs. WIA also operates the OhioMeansJobs Centers in Stark and Tuscarawas Counties; a partnership of community organizations providing employment, training, and education resources. The centers are located in Canton and New Philadelphia. WIA staff fulfill roles that directly assist job seeker and business customers with their workforce needs. 

What We Offer:

• Participation in the Ohio Public Employees Retirement System (OPERS).
• Full-time staff have access to comprehensive medical, dental, and vision benefits; competitive sick/vacation leave; and company paid life insurance.
• Standard full-time work week of 37.50 hours (1950 hours per year).
• Compensation: $25.13 to $28.21/hour; $49,000 to $55,000/annually; commensurate with experience