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

Marion County Health & Human Services is seeking a motivated, detail-oriented professional to join our Administrative Services team as a Grants and Contracts Coordinator (Program Coordinator 2). This position plays an important role in identifying new funding opportunities, developing grant applications, managing grant awards, and supporting contract development and administration. The ideal candidate is organized, analytical, an experienced grant writer, and enjoys collaborating with others to improve processes, ensure accountability, and secure resources that support essential health and public services in our community. If you're passionate about public service and want to make a meaningful impact behind the scenes, we encourage you to apply!

GENERAL STATEMENT OF DUTIES

Perform research, planning, design, development, implementation, monitoring and evaluation of complex department or countywide programs, projects or grants. Recommend appropriate courses of action based on extensive evaluation and analysis of respective program effectiveness. Fulfills the primary responsibility of coordinating and monitoring of resources to improve the quality of client services. Incumbents possess backgrounds of specific preparation in the appropriate discipline. Assignments are performed without close supervision.

SUPERVISION RECEIVED

Work under the general direction of assigned management personnel.

SUPERVISION EXERCISED

Supervision is not a responsibility of this classification; however, incumbents in this classification may exercise lead responsibilities over one or more employees engaged in closely related duties. 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. Contract Development, Procurement, and Administration 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 online or in-person training.

EXPERIENCE AND TRAINING

Bachelor's degree in public or business administration, social work or related field; AND Two years of responsible experience in program coordination, planning, development and evaluation; OR Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

SPECIAL REQUIREMENTS

Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: The finalist for this position will be required to pass a criminal history background check; however conviction of a crime may not necessarily disqualify an individual for this position. Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non‑procurement activities (Executive Order No. 12549). This position is represented by a union. This is a full‑time regular position, which is eligible for overtime. Typical Work Schedule: Monday - Friday, 8:00 am - 5:00 pm, with flexibility depending upon department and program needs.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of methods and techniques of program research, design, development, implementation, monitoring and evaluation; principles and practices of contract monitoring; grant writing techniques; methodologies of program assessment and evaluation; resources available necessary to plan, develop and administer programs in areas of specialty. Skill and ability in English usage, spelling, grammar and punctuation; basic mathematics; applying knowledge to the development, implementing and evaluating of programs; setting goals, planning, establishing and implementing procedures; compiling data from various sources, analyzing data, preparing evaluative reports and integrating plans; developing and maintaining productive liaison and contacts with citizen boards, commissions, public and private agencies, department programs and County departments; communicating clearly and concisely, both orally and in writing; effectively analyzing data and results of evaluative research; establishing and maintaining positive working relationships with coworkers and the public.

PHYSICAL REQUIREMENTS

Operates a motor vehicle; sees using depth perception; stands; sits; moves about the work area; bends forward; lifts, pushes, pulls, and carries up to 5 lbs. for up to 10 feet; moves carts weighing up to 5 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12-pt. font; hears a normal speech level; may enter buildings/housing development sites that may be at various phases of development/construction. #J-18808-Ljbffr Marion County