Contract Management Associate

Position Title: Contract Management Associate

Reports To: Associate Director of Fiscal Contracts Management

Community: Org-Wide

Office Location: Milpitas, CA (up to 50% hybrid role of in-person and remote)

Compensation: $27.01 hourly, generous benefits package

Status: Full-time, non-exempt

About Fresh Lifelines for Youth

Fresh Lifelines for Youth is an award-winning non-profit whose mission is to partner with youth to unlock their potential, disrupt the pipeline to prison, and advance justice in California and beyond. By 2030, through partnering with young people, communities, and systems, FLY will contribute to the fight for equity and justice by taking concrete steps to dismantle California’s pipeline to prison, equip 30,000 youth to transform their lives and create meaningful opportunities for them to live healthy, free, and productive lives. For more information about Fresh Lifelines for Youth, please visit: www.flyprogram.org

Finance Department Summary

The Finance Department aims to build capacities to efficiently execute FLY’s financial functions in a way that supports the agency’s strategic plan across multiple jurisdictions. To achieve this, the Finance Department manages the financial planning and accounting for the agency in such areas as bookkeeping, financial reporting, budgeting and contract management. The Department is also responsible for the completion of the annual audit and related audits for government contracts. The department’s mission is to provide professional financial and accounting information to facilitate fiscal and organizational decisions.

Contract Management Associate Job Description - Position Summary

The Contract Management Associate will support the post-award phase of government contracts, ensuring fiscal compliance, timely invoicing, and budget tracking. The role requires a detail-oriented individual to manage financial aspects of contracts, ensuring that they are executed in accordance with established terms and regulations. The ideal candidate will be proactive, detail-oriented, and highly organized, with the ability to effectively coordinate across teams and exercise sound judgment in a fast-paced environment.

Position Responsibilities

• Contract Management
  • Prepare monthly and quarterly invoicing for government contracts, ensuring that all elements of the contracts are processed and submitted for payment on a timely basis
  • Gather and organize supporting documents for contracts, including financial records and invoicing materials, to ensure compliance with contract terms.
  • Work closely with the Contracts and Program Management teams to facilitate smooth contract execution, provide financial insights, and resolve any fiscal discrepancies.
  • Identify financial variances, potential issues, and risks within contracts. Recommend adjustments or budget modifications as necessary to address any discrepancies that may impact financial performance
  • Ensure contracts adhere to fiscal compliance requirements, including financial reporting and documentation. Maintain accurate records of all contract documents.
  • Maintain contract tracking tools, dashboards, reporting, and reconciliations
  • Create and manage comprehensive contract information sheets, ensuring all critical details are accurately captured and easily accessible
  • Actively participate in quarterly community resources meetings, contributing to agenda setting and coordinating scheduling
  • Conduct and present detailed financial analyses of government contracts on a quarterly basis, providing insights and recommendations based on findings
  • Support Associate Director of Fiscal Contract Management Specialist in the creation of contract budgets
  • Provide necessary documentation and support for audits or compliance reviews, assisting in gathering financial data and ensuring adherence to regulatory requirements
  • Assist with various contract-related tasks and projects, including functional timesheet reviews and providing support as needed to ensure timely and accurate completion of contractual obligations