Program Coordinator 2 - Grants and Contracts - Health and Human Services

Grant Research, Development, and Applications

• Research, identify, and evaluate grant opportunities from federal, state, local, and other funding sources that align with departmental programs, services, and strategic priorities.
• Maintain a centralized inventory of available and upcoming grant opportunities, including eligibility requirements, funding amounts, application deadlines, and anticipated award timelines.
• Analyze grant requirements, funding restrictions, eligibility criteria, and potential financial or operational obligations to determine suitability for departmental programs.
• Collaborate with program managers, department leadership, Finance, and other stakeholders to develop grant proposals, program narratives, budgets, performance measures, and supporting documentation.
• Coordinate and prepare grant applications, ensuring submissions are accurate, complete, competitive, and consistent with funding requirements and departmental objectives.
• Coordinate internal reviews and approvals, including Board of Commissioner approval, and process grant documentation through the contracts management system. 
• Establish and maintain relationships with funding agencies and grant administrators to clarify requirements, identify new opportunities, and support successful applications.
• Monitor the status of submitted grant applications, coordinate responses to requests for additional information, and communicate funding decisions to appropriate departmental staff.

Grant Administration, Compliance, and Performance Monitoring

• Coordinate the administration of awarded grants, including grant agreements, amendments, renewals, extensions, and closeout activities.
• Develop and maintain a centralized grant tracking system that includes funding amounts, grant periods, reporting deadlines, expenditure requirements, performance measures, and other contractual obligations.
• Monitor grant progress and coordinate with program managers and Finance to ensure grant activities, expenditures, and deliverables remain consistent with approved applications, budgets, and funding agreements.
• Review and interpret applicable federal, state, and local grant requirements, funding restrictions, and departmental policies to support compliance.
• Coordinate preparation and timely submission of required financial, programmatic, and performance reports to funding agencies.
• Identify potential compliance issues, missed deadlines, expenditure concerns, or performance deficiencies, and work with appropriate staff to develop and monitor corrective actions.
• Assist with the development and maintenance of grant-related procedures, documentation standards, monitoring tools, and internal controls.
• Coordinate grant modifications, budget revisions, extensions, and other changes with funding agencies and internal stakeholders.
• Maintain grant files and supporting documentation to ensure records are accurate, complete, organized, and available for monitoring reviews, audits, and reporting.
• Assist with grant-related audits, site visits, monitoring reviews, and funding agency inquiries by coordinating documentation and responses.
• Track grant outcomes, funding utilization, and performance measures; prepare reports and recommendations to support management decisions.

• Compose, coordinate, and review contracts, leases, amendments, intergovernmental agreements, and associated documents, including agreements involving incoming funds, grants, and other funding sources.
• Review contracts and agreements prepared by outside agencies to identify potential compliance concerns, administrative requirements, and areas requiring clarification or revision.
• Interpret and apply Marion County Public Contracting Rules, departmental policies and procedures, and applicable state and federal requirements throughout contract development and administration.
• Analyze contracted services and associated risks to identify appropriate indemnification provisions, insurance requirements, licensing obligations, and other contractual terms, coordinating with County Legal Counsel, Risk Management, and other appropriate staff as necessary.
• Coordinate contract review, approval, signature routing, distribution, and record retention according to County policies and procedures, including the delivery of contact documents to other county buildings.
• Develop and maintain standardized contract templates and boilerplates, including agreements for subcontractors receiving pass-through funding from state or other funding agencies, and coordinate required legal review.
• Assist with planning, developing, issuing, and administering competitive solicitations, including Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and other procurement processes.
• Coordinate with County procurement and compliance personnel, program supervisors, and other stakeholders to ensure solicitations and resulting contracts comply with applicable public contracting requirements.
• Utilize applicable procurement resources and electronic systems, including State of Oregon e-procurement resources, to support competitive solicitation and contracting activities.
• Maintain electronic contract records and monitor agreement periods, renewal dates, insurance certificates, licenses, reporting requirements, and other contractual obligations.
• Identify and communicate contract deficiencies or areas of noncompliance and coordinate appropriate follow-up with contractors, program staff, and management.
• Serve as a resource to department staff, service providers, funding agencies, and other County departments regarding contract processes, documentation requirements, and administrative procedures.
• Participate in department committees and advisory groups as needed, present to department leaders on proposals, analysis, and grant outcomes. 

• Other duties as assigned by your supervisor.
• Response Level 2:  In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.