Contract/Grant Specialist - Anticipated Vacancy

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State.

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Department of Defense, Veterans' and Emergency Management - Military Bureau

Job Class Code: 0340

Grade: 22 (Professional/Technical)

Salary: $52,253.76 - $72,912.32/Annually (Salary includes a 6% stipend)

Location: Augusta, ME

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Would you like to become an integral team member supporting the State of Maine and the Soldiers and Airmen of the Maine National Guard? We're on the lookout for a professional who thrives in a collaborative environment, values attention to detail, and enjoys working with diverse groups of people and industries. This role is perfect for someone with excellent problem-solving skills, is highly organized, able to establish priorities, track multiple deadlines, identify potential issues before they become critical, and provide timely follow-up to internal customers, contractors, grantees, and other stakeholders. And the best part? You'll have the opportunity to work independently and with a supportive team. If you're looking for a new challenge and want to make a meaningful difference, we can't wait to hear from you!

Remote work: Following successful completion of training and with management approval, this position may be eligible for a hybrid work schedule of up to 2–3 remote workdays per week. Remote work must be performed from a location within the State of Maine.

Successful candidate must be able to pass a federal background check.

Primary responsibilities include

• Provide contract and grant lifecycle management for the Maine Army National Guard (MEARNG) Cooperative Agreement.
• Monitor and evaluate contractor performance. Take corrective action as necessary to correct deficiencies.
• Effectively communicate with the requestor to ensure the contract meets department specifications and goals.
• Manage contracts throughout the full contract lifecycle, including:
• Receiving and evaluating requests for contracts and procurements;
• Working with program staff to define requirements, specifications, deliverables, and funding;
• Developing solicitations, including RFPs, RFQs, and other procurement documents;
• Coordinating and supporting the solicitation and evaluation process;
• Preparing and processing contract awards and required documentation;
• Developing, reviewing, and executing contracts and related agreements;
• Monitoring contractor/grantee performance, deliverables, expenditures, and compliance;
• Coordinating amendments, modifications, extensions, and other changes;
• Monitoring contract expiration dates and initiating renewal activities in advance of deadlines;
• Coordinating contract closeout and ensuring required documentation is complete; and
• Maintaining complete and accurate contract and grant records in accordance with applicable State and Federal requirements.
• Review and analyze contracts and be prepared to discuss feasibility and impact on the department’s budget.
• Review and determine best deal for the State of Maine on existing and new commodity purchases for the MEARNG departments.
• Independently identify upcoming deadlines and required actions and initiate timely follow-up with responsible parties to prevent delays, lapses in service, or non-compliance.
• Develop training material and deliver training to department employees.

Knowledge, Skills, and Abilities

• Ability to manage multiple contracts, grants, procurements, and assignments simultaneously while meeting established deadlines.
• Ability to establish and adjust priorities based on deadlines, operational requirements, funding requirements, risk, and contractual obligations.
• Ability to independently track assignments, deadlines, deliverables, renewals, expirations, and required follow-up.
• Ability to analyze complex information, identify potential issues, and develop practical solutions.
• Ability to interpret and apply procurement laws, rules, policies, procedures, and contractual requirements.
• Knowledge of contract and grant administration principles and practices.
• Knowledge of procurement principles and competitive solicitation processes.
• Knowledge of basic financial management, budgeting, and expenditure practices.
• Ability to communicate clearly and effectively, both verbally and in writing, with internal and external stakeholders.
• Ability to establish and maintain effective working relationships with program staff, contractors, grantees, vendors, and other stakeholders.
• Proficiency with Microsoft Office and the ability to learn and effectively use financial, procurement, contract management, and database systems.
• Ability to maintain accurate, organized, and complete records.

Minimum qualifications

Education, training, and/or experience demonstrating competence in contract or grant administration.

Preference will be given to those applicants

• Applicants with experience in Microsoft and other Business Databases.
• Applicants with knowledge of Maine State financial and procurement systems (Advantage).

Contact information

Questions about this position should be directed to Tanya Schaub at [email hidden]

Benefits of working for the State of Maine

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:

• Work-Life Balance – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
• Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($11,857.68-$13,950.24 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State.
• Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements.
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
• Retirement Plan – The State of Maine contributes 14.06% of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
• Gym Membership Reimbursement – Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
• Health and Dependent Care Flexible Spending Accounts – Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
• Public Service Student Loan Forgiveness – The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office.
• Living Resources Program – Navigate challenging work and life situations with our employee assistance program.
• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receive forty-two (42) consecutive calendar days of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.
• Voluntary Deferred Compensation – Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role.

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.

If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.

Thinking about applying?

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your experience and passion set you apart.

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If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.