Contract Management Associate III

Position Title: Contract Management Associate III

Reports To: Associate Director of Fiscal Contracts Management

Community: Org-Wide

Office Location: San Jose, CA (up to 50% hybrid role of in-person and remote)

Compensation: $30.29 hourly, generous benefits package

Status: Full-time, non-exempt

About Fresh Lifelines for Youth

Fresh Lifelines for Youth is an award-winning non-profit whose mission is to partner with youth to unlock their potential, disrupt the pipeline to prison, and advance justice in California and beyond. By 2030, through partnering with young people, communities, and systems, FLY will contribute to the fight for equity and justice by taking concrete steps to dismantle California’s pipeline to prison, equip 30,000 youth to transform their lives, and create meaningful opportunities for them to live healthy, free, and productive lives. For more information about Fresh Lifelines for Youth, please visit: www.flyprogram.org

Finance Department Summary

The Finance Department aims to build capacities to efficiently execute FLY’s financial functions in a way that supports the agency’s strategic plan across multiple jurisdictions. To achieve this, the Finance Department manages the agency's financial planning and accounting, including bookkeeping, financial reporting, budgeting, and contract management. The Department is also responsible for completing the annual audit and related audits of government contracts. The department’s mission is to provide professional financial and accounting information to facilitate fiscal and organizational decisions.

Contract Management Associate Job Description - Position Summary

The Contract Management Associate will support the post-award phase of government contracts, ensuring fiscal compliance, timely invoicing, and budget tracking. The role requires a detail-oriented individual to manage financial aspects of contracts, ensuring that they are executed in accordance with established terms and regulations. The ideal candidate will be proactive, detail-oriented, and highly organized, with the ability to effectively coordinate across teams and exercise sound judgment in a fast-paced environment.

Position Responsibilities

• Contract Management
  • Prepare monthly and quarterly invoicing for government contracts, ensuring that all elements of the contracts are processed and submitted for payment on a timely basis
  • Gather and organize supporting documents for contracts, including financial records and invoicing materials, to ensure compliance with contract terms.
  • Actively follow up with internal teams to gather missing documentation, timecards, receipts, and other information required for billing and compliance.
  • Work closely with Accounting and Program Management teams to resolve fiscal discrepancies and streamline workflow processes.
  • Identify financial variances, potential issues, and risks within contracts. Recommend adjustments or budget modifications as necessary to address any discrepancies that may impact financial performance 
  • Record and post incoming government payments, remittances, and receipts in the accounting system.
  • Ensure contracts adhere to fiscal compliance requirements, including financial reporting and documentation. Maintain accurate records of all contract documents.
  • Maintain contract tracking tools, dashboards, reporting, and reconciliations
  • Create and manage comprehensive contract information sheets, ensuring all critical details are accurately captured and easily accessible
  • Actively participate in quarterly community resources meetings, contributing to agenda setting and coordinating scheduling
  • Conduct and present detailed financial analyses of government contracts on a quarterly basis, providing insights and recommendations based on findings
  • Support Associate Director of Fiscal Contract Management in the creation of contract budgets
  • Provide necessary documentation and support for audits or compliance reviews, assisting in gathering financial data and ensuring adherence to regulatory requirements
  • Review functional timesheets for completeness and contract compliance, following up directly with supervisors and staff to resolve missing, incomplete, or late entries prior to external deadlines. 
  • Assist with reporting and other administrative tasks as needed to maintain contractual compliance.

Compensation & Benefits

This is a full-time, non-exempt position at an hourly rate of $30.29. Our Total Rewards Package also includes the following: 

• Full medical dental, vision, and chiropractic healthcare and retirement contribution match
• 10+ PTO Days
• 12 Holiday Days
• FLY provides 3-4 additional "rejuvenation days off" twice per year in July and December 
• Annual Wellness Funds 
• Annual Professional Development Funds
• Employee Assistance Program (paid for by FLY)
• Annual Staff Retreat, Holiday Party, End of Year Celebration, Team Off Sites, and other FLY Events. 
• Customize your Work Schedule (dependent on supervisor approval based on positional and departmental needs)
• Hybrid of In-Office and Remote Work (frequency of required in-person work is dependent upon the role)
• 8 Hours of Civic Engagement
• Mileage Reimbursement. 

At FLY, we have adopted a no-negotiation policy. This policy reflects our commitment to equity and ensuring that the offers we make to our candidates reflect competitive and appropriate compensation given the market and the role.

Our Commitment to Diversity, Equity, And Inclusion

At FLY, we embrace a diversity of identities, beliefs, thoughts, and experiences. We commit to creating an organizational culture of equity and inclusion to better serve our youth and communities. FLY is an Equal Opportunity Employer. We strive for an inclusive culture and a staff team that reflects diversity. Applicants for all job openings will be considered without regard to age, race, color, religion, sex/gender, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. We strongly encourage women; people of color, people who identify as part of the lesbian, gay, bisexual, transgender, and queer communities; people with experience in the juvenile justice or criminal justice systems; and people with disabilities to apply.  Fresh Lifelines for Youth is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or accommodation due to a disability, please contact us at (408) 263-2630 or [email protected]

COVID-19 Vaccination

At FLY, we are committed to the safety of our employees, clients, and all others who enter our workplace. As such, FLY would like to make clear that the COVID-19 vaccination is a condition of employment. However, FLY does allow staff to apply for exemptions based on medical history or sincerely held religious beliefs or practices. This must be approved through FLY’s compliance department. If you have any questions or would like to learn more, please contact us at (408) 263-2630 or email [email protected]

What to expect

• Application with 8-10 questions and an applicant screening question. 
  • No Cover Letter Required
• 2-3 Interviews (for many roles, at least 1 would be in person)
• Meet w/FLY youth
• Work Product (Done in advance of the Final Round Interview)

Position Requirements

The ideal candidate will have a deep commitment to equity, social, racial, and economic justice. They will have knowledge of basic accounting concepts, excellent attention to detail and analytical skills, strong communication and organizational skills, adaptability, the ability to work collaboratively across teams and manage multiple priorities, intermediate proficiency in Microsoft Excel/Google Sheets, and problem-solving/critical thinking skills. The candidate will believe in FLY’s vision and mission and will resonate with FLY’s values: accountable, dedicated, respectful, equitable and just, loving, innovative, hopeful, and youth-centered. 

Core Competencies: Skills and behaviors that FLY expects and develops all staff to exhibit across all positions at various levels of proficiency (early stage, intermediate, and advanced) 

• Cultural Responsivity: Demonstrates an openness and commitment to equity, justice, and belonging. This includes being aware of one’s own bias and privilege, building an understanding of systems of oppression, and valuing diverse perspectives; you take actions to learn and contribute to an environment that creates power-sharing, access, and opportunity within our community.
• High Quality: The ability to own your work, be accountable, and take initiative to produce high-quality results. This includes setting and achieving standards that demonstrate a high level of care and commitment to our mission, our population, our colleagues and our partners.
• Collaboration: The ability to work effectively within a team and intentionally across teams to contribute to FLY’s mission and agency goals. When working with others, you exercise your strengths and build on the strengths of others.
• Communication: The ability to convey information effectively with consideration of the situation and audience. This includes communicating clearly with people of different backgrounds and cultures in which you demonstrate self-awareness, empathy, and active listening. 
• Problem Solving: Applies critical thinking to problem solving that considers multiple perspectives and actively identifies creative solutions to address individual and systemic challenges. 
• Adaptability: The ability to adapt and respond to change effectively. This includes engaging in continuous learning, maintaining a solutions orientation, and proactively seeking opportunities to be supportive of change that  best serves our mission.