Downtown Women's Center
Specialist - Contracts
Downtown Women's Center, Los Angeles, California, United States, 90079
Summary
The Downtown Women's Center (DWC) is dedicated to providing housing, healthcare, and supportive services to homeless and low-income women in downtown Los Angeles. Our mission is to end homelessness for women in our community through housing, wellness, and advocacy. We believe in creating a safe and inclusive environment where every woman is treated with dignity and respect.
The Contract Specialist is responsible for managing all aspects of contract development, negotiation, execution, and compliance for the Downtown Women's Center. This role ensures that all contracts align with the organization's objectives and regulatory requirements, particularly focusing on federal regulations like 2CFR Part 200. The ideal candidate will have a strong background in contract law, excellent negotiation skills, and a keen eye for detail, with a specific emphasis on non-profit and federally funded contracts.
Essential Functions
Contract Management:Draft, review, and negotiate government contracts, including service agreements, and partnership agreements.Monitor the organization's core messages in partnership with the Grants team, to ensure organizational consistency with mission and values across funder types.Ensure all contracts terms and conditions comply with federal, state, and local regulations, specifically 2CFR Part 200.Maintain a comprehensive contract database, ensuring all contracts are up-to-date and properly archived.Develop and maintain positive relationships with funding agencies, collaborating organizations, and internal departments. Effectively coordinate between all constituents from pre-award through closeout.Partner with the Grants team to support the development and submission of proposals to public funding agencies.Pre-Federal Award Contract Management:
Handle all aspects of pre-award contract management, including gathering necessary documents and signatures, preparing exhibits, and ensuring all terms and conditions are met.Post-Federal Award Contract Management:Manage post-award contract activities, ensuring compliance with federal regulations and internal policies.Conduct audits to ensure contract compliance and manage the closeout process, including drafting termination letters and finalizing all contract-related documentation.Compliance and Risk Management:
Monitor compliance with contractual terms and conditions.Identify and mitigate risks associated with contract execution.Advise senior management on potential legal risks and strategies for mitigation.Document Management:
Review contracts, gather approval from relevant departments (programs and finance), and ensure all documents are properly filed.Function as the Authorized Organizational Representative (AOR) in LAHSA's Electronic Grants Management System (EGMS).Insurance and Certifications:
Understand insurance requirements and obtain and distribute insurance certificates.Ensure all insurance requirements are met and maintained throughout the contract lifecycle.Training and Support:
Train staff in contract review processes, helping them understand terms and conditions.Conduct kick-off meetings for each new contract, ensuring the programs team has an action plan for spending non-personnel portions of the contract, the finance team understands the invoicing requirements, and the grans and data teams understand reporting requirements.Ensure compliance with allowable costs and funding source requirements for each contract.Budget and Financial Support:
Support the budget modification process, providing coordination and administrative support.Monitoring and Reporting:
Coordinate the monitoring of contracts by funders and perform diligent financial management.Responsible for responding to monitoring reporting and closeout.Coordinate risk assessments with the Los Angeles Homeless Services Authority (LAHSA).Ensure all compliance, financial, and performance reporting requirements are met.Memorandum of Understanding:
Draft and execute Memorandums of Understanding (MOUs) and other formal agreements.Serve as a staff liaison to the Finance and Audit Board Committee.Serves as a staff liaison for finance and audit related coalitions.Manage other contracts and special projects as needed.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Competencies
Experience with non-profit organizations or social services.Knowledge of federal and state regulations related to contract management.Problem solvingRelationship managementTime managementWriting and researchingPublic speakingSupervisory Responsibility
Specialist may supervise an intern, if applicable.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk and listen. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool, as necessary.
Position Type and Expected Hours of Work
This is a Full-Time, non-exempt position. Days and hours of work are Monday - Friday, 9:00 AM - 5:00 PM, with occasional weekends and evening hours.
Travel
Travel to national conferences, lobby days, and flexibility to work weekends and evenings are required.
Ability to Work Remotely
Hybrid
Pay Range
$31.25-$35.10/hourly
Education and Experience
Bachelor's degree in business administration, Law, or a related field encouraged.Minimum of 3-5 years of experience in contract management, preferably within a non-profit or social services environment.Strong understanding of contract law and legal terminology.Familiarity with 2CFR Part 200 and federal contract regulations.Foundational knowledge of public funding landscape for homeless/social service agencies in Los Angeles.Excellent negotiation and communication skills.Excellent interpersonal, written, and verbal communication skillsProficiency in contract management software and Microsoft Office Suite.Detail-oriented with strong organizational skills.Ability to work independently and manage multiple priorities in a fast-paced environment.Experience managing time-bound projects.Demonstrated commitment to the mission, philosophy, and values of DWC, as well as a passion for ending homelessness and empowering women.
Work Authorization/Security Clearance
Being authorized to work in the U.S. is a precondition of employment. DWC does not sponsor employment visas, such as H-1B.
Fair Chance Act Statement
Downtown Women's Center will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Downtown Women's Center is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Right's Department Fair Chance Act webpage. (Fair Chance Act | CRD (ca.gov)
Downtown Women's Center
provides equal employment opportunities (EEO) to all employees and applicants and actively seeks candidates who reflect the rich diversity of the communities that we serve. We are committed to a work environment that embraces and promotes individuality and inclusion. We believe that diversity and inclusion of varied perspectives, backgrounds, and life experiences is essential to our organization's effectiveness, and allows us to serve our clients in the respectful, responsive, and understanding way that they deserve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, mental or physical disability, marital status, pregnancy, military and veteran status, medical condition, geography, socio-economic status, and other unique attributes that make us who we are.
Downtown Women's Center
complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Pay Range:
$31.25 - $35.10 per hour
The Downtown Women's Center (DWC) is dedicated to providing housing, healthcare, and supportive services to homeless and low-income women in downtown Los Angeles. Our mission is to end homelessness for women in our community through housing, wellness, and advocacy. We believe in creating a safe and inclusive environment where every woman is treated with dignity and respect.
The Contract Specialist is responsible for managing all aspects of contract development, negotiation, execution, and compliance for the Downtown Women's Center. This role ensures that all contracts align with the organization's objectives and regulatory requirements, particularly focusing on federal regulations like 2CFR Part 200. The ideal candidate will have a strong background in contract law, excellent negotiation skills, and a keen eye for detail, with a specific emphasis on non-profit and federally funded contracts.
Essential Functions
Contract Management:Draft, review, and negotiate government contracts, including service agreements, and partnership agreements.Monitor the organization's core messages in partnership with the Grants team, to ensure organizational consistency with mission and values across funder types.Ensure all contracts terms and conditions comply with federal, state, and local regulations, specifically 2CFR Part 200.Maintain a comprehensive contract database, ensuring all contracts are up-to-date and properly archived.Develop and maintain positive relationships with funding agencies, collaborating organizations, and internal departments. Effectively coordinate between all constituents from pre-award through closeout.Partner with the Grants team to support the development and submission of proposals to public funding agencies.Pre-Federal Award Contract Management:
Handle all aspects of pre-award contract management, including gathering necessary documents and signatures, preparing exhibits, and ensuring all terms and conditions are met.Post-Federal Award Contract Management:Manage post-award contract activities, ensuring compliance with federal regulations and internal policies.Conduct audits to ensure contract compliance and manage the closeout process, including drafting termination letters and finalizing all contract-related documentation.Compliance and Risk Management:
Monitor compliance with contractual terms and conditions.Identify and mitigate risks associated with contract execution.Advise senior management on potential legal risks and strategies for mitigation.Document Management:
Review contracts, gather approval from relevant departments (programs and finance), and ensure all documents are properly filed.Function as the Authorized Organizational Representative (AOR) in LAHSA's Electronic Grants Management System (EGMS).Insurance and Certifications:
Understand insurance requirements and obtain and distribute insurance certificates.Ensure all insurance requirements are met and maintained throughout the contract lifecycle.Training and Support:
Train staff in contract review processes, helping them understand terms and conditions.Conduct kick-off meetings for each new contract, ensuring the programs team has an action plan for spending non-personnel portions of the contract, the finance team understands the invoicing requirements, and the grans and data teams understand reporting requirements.Ensure compliance with allowable costs and funding source requirements for each contract.Budget and Financial Support:
Support the budget modification process, providing coordination and administrative support.Monitoring and Reporting:
Coordinate the monitoring of contracts by funders and perform diligent financial management.Responsible for responding to monitoring reporting and closeout.Coordinate risk assessments with the Los Angeles Homeless Services Authority (LAHSA).Ensure all compliance, financial, and performance reporting requirements are met.Memorandum of Understanding:
Draft and execute Memorandums of Understanding (MOUs) and other formal agreements.Serve as a staff liaison to the Finance and Audit Board Committee.Serves as a staff liaison for finance and audit related coalitions.Manage other contracts and special projects as needed.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Competencies
Experience with non-profit organizations or social services.Knowledge of federal and state regulations related to contract management.Problem solvingRelationship managementTime managementWriting and researchingPublic speakingSupervisory Responsibility
Specialist may supervise an intern, if applicable.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk and listen. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool, as necessary.
Position Type and Expected Hours of Work
This is a Full-Time, non-exempt position. Days and hours of work are Monday - Friday, 9:00 AM - 5:00 PM, with occasional weekends and evening hours.
Travel
Travel to national conferences, lobby days, and flexibility to work weekends and evenings are required.
Ability to Work Remotely
Hybrid
Pay Range
$31.25-$35.10/hourly
Education and Experience
Bachelor's degree in business administration, Law, or a related field encouraged.Minimum of 3-5 years of experience in contract management, preferably within a non-profit or social services environment.Strong understanding of contract law and legal terminology.Familiarity with 2CFR Part 200 and federal contract regulations.Foundational knowledge of public funding landscape for homeless/social service agencies in Los Angeles.Excellent negotiation and communication skills.Excellent interpersonal, written, and verbal communication skillsProficiency in contract management software and Microsoft Office Suite.Detail-oriented with strong organizational skills.Ability to work independently and manage multiple priorities in a fast-paced environment.Experience managing time-bound projects.Demonstrated commitment to the mission, philosophy, and values of DWC, as well as a passion for ending homelessness and empowering women.
Work Authorization/Security Clearance
Being authorized to work in the U.S. is a precondition of employment. DWC does not sponsor employment visas, such as H-1B.
Fair Chance Act Statement
Downtown Women's Center will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Downtown Women's Center is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Right's Department Fair Chance Act webpage. (Fair Chance Act | CRD (ca.gov)
Downtown Women's Center
provides equal employment opportunities (EEO) to all employees and applicants and actively seeks candidates who reflect the rich diversity of the communities that we serve. We are committed to a work environment that embraces and promotes individuality and inclusion. We believe that diversity and inclusion of varied perspectives, backgrounds, and life experiences is essential to our organization's effectiveness, and allows us to serve our clients in the respectful, responsive, and understanding way that they deserve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, mental or physical disability, marital status, pregnancy, military and veteran status, medical condition, geography, socio-economic status, and other unique attributes that make us who we are.
Downtown Women's Center
complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Pay Range:
$31.25 - $35.10 per hour