Grants and Contracts Manager


Grant and Contract Manager

Project SERVE


Project SERVE (Service- Empowerment-Revitalization-Validation-Employment Training) is a major community service and job-training initiative lead by Living Classrooms Foundation. SERVE provides on-the-job training for unemployed and disadvantaged adults, many of whom have been recently incarcerated. The major goals are to positively impact communities with direct services; provide workforce development; increase education and service-learning opportunities; help keep city neighborhoods clean and safe by decreasing environmental hazards and risks to public safety; and help provide housing renovations for low-income residents.

Project SERVE is funded by grants from various organizations/foundations, work contracts with Baltimore City, and private businesses/individuals. The Project SERVE Grant and Contract Manager is responsible for assisting the Program Director with all necessary duties related to the oversight of grants and contracts. In general, this includes generating revenue via invoicing, RFPs, or RFBs; tracking all program expenses; progress and financial reports to funders; and program updates to LCF management.

The Grant and Contract Manager reports to the Director of the Project SERVE Program.

Ideal candidate must be:


·  Detail oriented and organized

·  Able to multi-task and communicate effectively

·  Self-motivated with a good work ethic

·  Flexible and able to work cohesively with the Project SERVE and LCF team (including accounting, Human Resources, Operations Assistant, Development)

·  Proficient in Microsoft Excel or comparable business accounting software

  •  Previous grant/contract management experience is required.


 Direct responsibilities include but are not limited to:


·  Having an in-depth knowledge of each grant; keeping track of all reporting requirements, report due dates, amounts awarded, timeframe for grants, budgets, staff and participant positions that are being funded

·  Completing grant reports or assisting development w/completion of reports on time

·  Assisting with proposals and bid submissions

·  Assisting accounting with monthly or quarterly invoices

·  Invoicing for work contracts, keeping an accurate log of invoices and track that they are being paid, following up on unpaid invoices, making sure accounting is copied on invoices sent out for their AR records

·  Understanding accounting codes and coding expenses and salaries properly and in-line with program/grant budgets

·  Keeping accurate petty cash records and submitting with receipts on time to accounting

·  Tracking all expenses and making sure they are in line with grant and inhouse budget plans

·  Quarterly Board Reports for LCF meetings

·  Purchasing of program supplies as needed

·  Processing timesheets, coding correctly and turning into payroll

·  Processing participant new hire paperwork and submitting proper forms to Human Resources when there are terminations, suspensions, graduations, component transfers

·  Tracking all credit card expenses, submitting accurate monthly statements to accounting

·  Processing purchase orders, coding expenses properly

·  Notifying Accounting when cell phones are added/deleted/changed owners, making sure all phones are coded properly

·  Oversight of the Administration Assistant, whose responsibilities include:

-   Assisting with tracking data required for funders

-   Keeping an accurate list of vehicles, making sure that MVA notices are being processed, notifying Operations Assistant when vehicles need to be added/deleted from insurance, making sure tags are turned in, reporting any accidents or incidents to Human Resources

-   Keeping an accurate employee cell phone list

-   Processing parking tickets and notifying payroll of employee deductions

-   Answer phones and forward messages

-   Return all calls to individuals calling with membership inquiries

-   Communicate with walk-ins and visitors

-   Process property information for Neighborhood Stabilization

-   (Download camera, tag pictures, email properties to property management daily. invoice properties, check new work orders, maintain property totals, monitor instructors)

-   Input property totals on a monthly basis in a spreadsheet

-   Update Citistat numbers bi-weekly

-   On a daily basis all picture should be tagged and all cost sheets should be typed

-   File NS property invoices in file cabinet according to street name

-   Administrative filing/copying

-   Assist office administrator in payment reconciliations (data entry/filing)

-   Assist in special projects for member incentives

-   Keep reception area clean and in order

-   Handle all new hire paper work (explaining all forms that members complete)

-   Put together new hire packets

-   Update roll sheet every Friday

-   Assist with timesheets

-   Assist with supply orders for the office

-   Assist with PO processing

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