Contract, Grant & Compliance Coordinator

The Office of Administration (OoA) unit exists to efficiently manage the overall administration of the Division and to ensure consistent coordination of all similar functions between the program offices within the Division and Department. To achieve this goal, the office: The office consists of both Division of Criminal Justice (DCJ) and Executive Directors Office (EDO) personnel.

• Hybrid, minimum two days in the Lakewood office

• Work unit core business hours, Monday - Friday, 8:00 a.m. - 5:00 p.m. with some flexibility availability

Audit & Monitoring and Compliance Responsibilities

• Serves as primary contact for rules and regulations, contracting procedures, reporting, and monitoring. 
• Works collaboratively with the division Grant Managers on administration of grants
• Coordinates the development of any revisions to administrative guides, reporting forms, and contracts. Recommends policy changes as necessary. Works with upper management and state and federal auditors regarding regular audits/monitoring and any management concerns. Recommends and oversees implementation of any changes needed for compliance. Ensures all administration unit functions and activities follow applicable rules and regulations.  

• Federal Entity Administrator Delegations: SAM.gov Entity Administrator, FSRS, Grants.gov, DIAMD and JustGrants.

• State of Colorado Delegations: Purchasing Delegation to perform Competition Requirement assessments for all DCJ Grants; and OSC Signature Delegation for executing DCJ Grant Agreements & Modifications.

• Ensures compliance of DCJ grants with Grant Related Fiscal Rules, Procurement Code, OSC Policies, 2 CFR 200, Award Conditions, Policies & Procedures, Grant Templates, Federal Requirements, and Special Conditions.

• This position serves as the DCJ Records Retention Liaison responsible for policies, procedures, and providing guidance on record retention.

Execution of Grant Agreements & Modification (OSC Delegate)
This position is an Office of the State Controller ("OSC") Delegate to execute Grant Contracts for the Division of Criminal Justice. This position is responsible for reviewing and signing grant contracts and grant modifications. This final approval creates a legal binding commitment between the Division of Criminal Justice and the grant contract recipient. 

This position must ensure the grant contracts and modifications are not in violation of fiscal rules, funds are sufficiently encumbered in CORE, and review and approve the corresponding CORE encumbrances. A large number of contracts valuing millions of dollars are reviewed and approved annually. Because of the multi-year nature of such grants, the grants total more than $150 million in active awards at any given time.

Maintenance and Implementation of Grant Management System (GMS)
Acts as Division lead on GMS and works with all division units with grant responsibility to maintain, upkeep and upgrade a GMS in a manner that supports consistent grant management and administration policies while allowing flexibility for unique requirements in different programs. Collaborates with units regarding the project timeline plans for each funding announcement. Works with the vendor to make necessary changes to the software. Represents the Division and the Department as a subject matter expert on the statewide CORE Grantee team. Supervises the Business Application Specialist with documenting GMS processes, procedures, and change requests, as well as develops division-wide policies and protocols for the use of GMS. Develops division-wide user manuals and training materials.

Training and Technical Assistance
Provides technical assistance to all grant managers in DCJ in system utilization. Identifies internal staff training needs related to contracting. Works with grant units to ensure consistency in applications, contracts, monitoring, and reporting. Anticipates needs of grant managers, analyzes processes, and develops strategies to address concerns. Works with other divisions in the Department and outside state agencies to improve statewide grant administration. Facilitates Grant Policy Staff meetings and  Planning Grants / Grants Accounting Group (PG/GAG) meetings within the Division.

Strategic Planning
Consults and collaborates with the unit managers within the division and department as well as the Office of the State Controller (OSC) who are involved in grant management to establish policies, develop priorities, solve operational problems, and solve operational problems. Collaborates with the units regarding the DCJ strategic plan relating to grant management by providing input into the timeline and helping to set achievable goals for the grant process in coordination with both grants teams.

Note, to be considered for this position, you must meet one of the following options for consideration.

Proven Experience, Knowledge, Skills

• Seven (7) years of relevant experience in grants administration that includes planning, coordinating, monitoring or managing grants and other restricted funds

OR

• A combination of related education and relevant grants administration experience assigned equal to seven (7) years.  If you are using education to meet the minimum qualifications, transcripts must be attached at the time of application.

Preferred Qualifications and Competencies

• Experience with federal regulations and compliance related to grants 

• Experience creating training for internal users, including developing training materials and job aides

• Experience with meeting facilitation

• Experience collaborating with multiple stakeholders

Conditions of Employment 

• Must be a Colorado resident at the time of application.

• Requires successful completion of a background investigation that includes a polygraph exam, a fingerprint based criminal history search and reference checking.

Appeal Rights
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.  A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

• Applications are considered complete and accurate at the time of submission. Therefore, additional information may not be solicited or accepted after your application has been received.

• Closing Date: All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications may proceed to the next step. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process. 

• Supplemental Question: Effective responses to Supplemental Questions will directly relate to your professional experience, career accomplishments, and views about organizational values and approaches, and how they relate specifically to this position and requirements as you understand them. Answers generated by AI-tools will typically be unresponsive.  

• Transcripts: An unofficial copy of transcripts must be submitted at the time of application should education be used as qualification. Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. This documentation is the responsibility of the applicant and must be included as part of your application materials. Failure to provide a transcript or credential evaluation report may prevent your application from moving forward in the selection process. 

• Military Veterans: If you are a military veteran you must submit a copy of your DD-214, Member 4 Copy, and VA disability letter if available/applicable at the time of application so we can determine if you are eligible for veteran's preference points. Military personnel who are stationed outside of Colorado may be eligible for this position by submitting the completed DD-2058 "State of Legal Residence" form. 

• Application Tips: For an overview of the State of Colorado application process and application tips, please view this video.  

• Resumes, Cover Letters, or other documents submitted will not be reviewed, assessed, or used in the initial stages of the comparative analysis (transcripts submitted to verify that the applicant meets either the education requirement or minimum qualification substitution are exempt from this).

• Notifications: All correspondence regarding your status in the selection/examination process will be sent via email to the email address listed on your application.  Include your current working email address on your application and check the email provided on your application frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from "state.co.us" and "[email protected]" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

• e-Verify: CDPS uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

• Selection Process: After applications are screened for the Minimum Qualifications, CDPS intends to use the comparative analysis process outlined below. Pursuant to state personnel board rule, if there are 6 or few candidates who minimally qualify, said candidates may be referred directly to the Appointing Authority for a post referral assessment and/or consideration.

• Comparative Analysis Steps may include (dates are tentative and subject to change): 

  • Structured application review by a panel of SMEs - August 20-25

  • One-way video interview via Spark Hire - August 26-31

  • Panel Interview - September 9