Contracts Associate

POSITION SUMMARY

APENs Contracts Associate is a full-time hybrid position based in our Downtown Oakland CA office. The Contracts Associate ensures the smooth and compliant operation of the organizations financial systems and is a part of the Operations Team. The Contracts Associate reports to the Finance Manager and works closely with other members of our infrastructure team and broader staff. A good working knowledge of current accounting standards contracts management and/or internal controls are critical skills for this role.

PRIMARY RESPONSIBILITIES

Contract Management (70%):

• Work with Finance Manager to maintain overall contracts process and workflow includes pre-award grant budgets allocations post-award invoicing
• Coordinate with relevant program development and operations staff as needed to ensure earned revenue contracts recordkeeping grant requirements allocations and invoices are appropriate
• Prepare reports and invoices as needed and update data in earned revenue internal tracker funder portals and filing systems
• Monitor fiscal compliance with contracts requirements
• Maintain vendor profiles and active status across government contracting platforms
• Manage contracts renewals amendments and closeouts
• Review terms of new contracts and subcontractor agreements and assess feasibility of project and infrastructure required
• Work with Operations Director and Finance Manager to track and document consultant contracts and payments to ensure proper reporting (1099s)
• Collect contracts W-9s and relevant paperwork from vendors to ensure good record keeping

Accounting (15%):

• Accounts Payable: pay employee reimbursements vendor/consultant invoices etc through online bill pay platforms credit card management platforms
• Accounts Receivable: perform check log entries prep deposits ACH deposit prep
• Maintain accounts payable tracking & filing systems and ensure complete and accurate documentation is maintained
• Ensure the integrity of the organizations internal controls is consistently maintained
• Ensure expenses are coded and compliant; sync transactions to financial software
• Support fiscally sponsored projects with finance questions and grant reports as needed

Organization-Wide (15%):

• Strategy and Planning: Contribute to overall organizational coordination and planning processes including strategic planning yearly workplan and budgeting annual board staff meeting bi-weekly staff meetings and component meetings
• Organizational Culture: Contribute to the APEN culture of team-building emotional intelligence feminisms and leadership development
• Basebuilding and Member Engagement: Support organizing events with APEN members
• Fund Development: Engage in grassroots and/or foundation fundraising
• Communications: Act as a spokesperson and engage with communications narrative framework
• Cross Component Support: Support various areas of organizational work events or campaigns as identified and participate in organizational committees and teams as needed
• Supervision: Manage volunteers fellows and interns as needed

Qualifications:

• Commitment to the mission and principles of APEN and social justice
• Experience with contract management/experience with government funding contracts and compliance
• Excellent financial management coordination budgeting and administration skills
• Strong written and oral communication skills ability to communicate complex information effectively
• Ability to manage details meet deadlines and produce high-quality materials
• At least 1 years of non profit accounting experience
• 1 year fluency with Quickbooks
• Experience with online bill pay platforms QBO digital messaging Google Suite etc
• Good digital security and file management practices
• Commitment to a culture of feedback; comfortable give/receiving feedback

Preferred Experience:

• Accounting degree or equivalent experience
• Audit experience

Salary and Benefits:

This is a full-time non-exempt position with an hourly rate range of $35.92 to $45.77 commensurate with experience.

APEN also offers its staff a generous benefits package that includes:

Medical dental and vision coverage for employee and spouse/dependents

Health Reimbursement Arrangement (HRA)

Dependent Care and Health Care Flexible Savings Account (FSA)

Vacation and sick time

Paid holidays

Fully paid 2 week winter holiday and 1 week summer break

401k with 5% employer match

Professional development

Commuter benefits

Sabbatical opportunity

APEN is also a family-friendly employer

Recently APEN voluntarily recognized the International Union United Automobile Aerospace & Agricultural Implement Workers of America UAW as the exclusive representative of a group of APEN staff members. Please note that this position is a bargaining unit position represented by UAW.

ACCESSIBILITY AND WORKING CONDITIONS

This position will require applicants to work on a computer daily for long periods of time and collaborate with colleagues and coalition partners through Zoom email and other digital platforms. APEN will provide a computer and other equipment needed to fulfill basic job responsibilities.

This position will be hybrid requiring 2 days of in-person work at one of our APEN offices

(Oakland Richmond or Los Angeles). In addition this position will also follow APENs COVID safety policies and protocols regarding in-person work. Masks are required to be worn in APEN offices and indoor events with the exception of eating and drinking. All employees also are required to be vaccinated as part of our safety policy. APEN will continue to closely monitor local and state health officials guidance around COVID and any additional guidelines around safety for people to return to offices and gather in-person as needed.

This position may require work during irregular hours including on nights or weekends and will require travel within California.

This position will not require applicants to carry or move heavy equipment regularly ascend or descend a ladder or stand or sit for long periods of time. This position will not require working in hazardous or unusual conditions such as outdoors in inclement weather.

We provide reasonable accommodations for the application interview or any other aspect of the program manager selection process to applicants with disabilities. Please email to request an accommodation.

Application Process

This position was posted in April 2025 and will be open until filled. Applications are due electronically by clicking Apply Now on the APEN website. Incomplete applications will not be accepted.

The application must include the following:

• Resume
• Cover letter describing interest in the position and qualifications

APEN is an equal opportunity employer and prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race color religion sex sexual orientation gender identity or expression pregnancy age national origin disability status genetic information protected veteran status caste or any other characteristic protected by law. APEN conforms to the spirit as well as to the letter of all applicable laws and regulations. Queer transgender intersex gender non-conforming disabled black and indigenous people of color are strongly encouraged to apply.

Required Experience:

IC