Contract Coordinator (Administrative Specialist, JP200300)

Welcome to the City of Charlotte

Charlotte is Americas Queen City opening her arms to a diverse and inclusive community of residents businesses and visitors alike. Here you will find a safe family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety health and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce

• Valuing teamwork openness accountability productivity and employee development

• Providing all customers with courteous responsive accessible and seamless quality services

• Taking initiative to identify analyze and solve problems

• Collaborating with stakeholders to make informed decisions

SUMMARY

Major Duties and Responsibilities:

• Provides advanced administrative and clerical services to the Housing Services Division
• Serves as a subject matter resource for departmental administrative contracting and compliance procedures. such as purchasing procurement and contracting. Must exercise considerable initiative independent judgment and discretion in performing office and administrative duties and in keeping abreast of both division departmental policies procedures and regulations
• Supports the contracting reporting and financial processes related to contractors and with City partners.
• Complete Basically CDBG Training within 1 year of employment
• Complete Notary course and become certified within 1 year of employment
• Processes Environmental Reviews in compliance with Federal Local and State regulations.
• Coordinates and facilitates meeting with contractors and city partners
• Maintains contract management records program budgets and compliance documentation.
• Manages the setup and close out of Federally funded rehabilitation projects in HUDs IDIS system.

Knowledge Skills & Abilities:

• Advanced proficiency in Microsoft Excel including formulas pivot tables data analysis and reporting with strong overall proficiency in Microsoft Office and cloud-based data and record management systems.
• Strong verbal and written communication skills with the ability to lead meeting and communicate effectively with staff contractors nonprofit partners and the public.
• Experience supporting the full contract lifecycle including contract tracking amendments invoicing and close-out.
• Demonstrated knowledge and experience with Federal and State housing regulations and housing programs including CDBG (Community Development Block Grant) and HOME (Home Investment Partnerships Program) with responsibility for maintaining program contract and compliance files; ensuring accurate data entry; and reviewing partner and applicant documentation for completeness and accuracy.
• Strong data management skills including maintaining complex records analyzing data and producing compliance and performance reports.
• Ability to draft update and implement standard operating procedures (SOPs) and review legal contractual and programmatic documents for accuracy and compliance.
• Ability to exercise independent judgment discretion and initiative manage confidential information and work independently on complex assignments in a fast-paced environment.
• Ability to establish and maintain effective working relationships across departments and with external partners.
• Complete HUDs Basically CDBG Training and pass the exam within 1 year of employment.
• Complete Notary course and become certified within one year of employment.

Preferred Qualifications:

• Experience working with housing rehabilitation programs construction projects or nonprofit housing providers.
• Working knowledge of HUD programs including CDBG and HOME
• Financial or grant management experience.
• Bilingual (Spanish/English) preferred; employees who pass a Spanish fluency test are eligible for an additional 5% incentive.

Minimum Qualifications:

• High school diploma or equivalent with five (5) years of relevant experience; or
• Associate degree with three (3) years of relevant experience; or
• Bachelors degree with two (2) years of relevant experience
• Valid drivers license

CONDITIONS OF EMPLOYMENT

The Citys Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes but is not limited to: reference checks social security verification education verification criminal conviction record check and if applicable a credit history check sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidates written authorization before obtaining a criminal background report motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process candidates may be asked to take a skills test and/or participate in other assessments.

The City of Charlotte is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race religion color sex national origin marital status age disability sexual orientation political affiliation or on the basis of actual or perceived gender as expressed through dress appearance or behavior.

Our culture is to serve the community honorably.

HOW TO APPLY

Apply online.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.

You are welcome to visit the City of Charlotte Human Resources Department lobby where self-service application kiosks are available. They are located in our office at 700 East 4th Street Suite 200 Charlotte NC 28202. We are open Monday through Friday from 9:30 a.m. to 3:30 p.m. (EST) excluding official City holidays.

For questions about your application or the hiring process please email .

The City of Charlotte is committed to making our services and programs accessible to all. Upon request auxiliary aids written materials in alternate formats language access and other reasonable accommodations or modifications will be provided. To make a request please fill out the Innovation & Technology ADA request form or call 704.336.4120.

BENEFITS

The City of Charlotte provides a comprehensive benefits package to eligible employees.

Clickhereto learn more about the City of Charlottes benefits.

The City of Charlotte is a drug and alcohol-free workplace.