Government Contracts Assistant

New York, New York
Good Shepherd Services
About Us:

Good Shepherd Services is a leading multi-service agency with more than 85 programs that serve over 30,000 youth and families each year – and builds on their strengths to help them gain skills for success. At Good Shepherd we respect the dignity and worth of every person and reject intolerance, inequity and injustice in whatever form it may take. Voted one of the top 100 places to work in NYC by Crain’s New York, Good Shepherd Services offers a fantastic work environment, a collaborative team dedicated to fulfilling our mission, and an amazing array of benefits. Join our team and help make a difference!

NOTE: As a NYC contracted agency all positions at Good Shepherd Services fall under the NYC vaccine/testing mandate. All employees, volunteers and interns must show proof of vaccination or submit to weekly COVID-19 testing.

If working in a NYC DOE partner program, proof of vaccination is mandatory.

Overview:
Reports to: SENIOR GOVERNMENT CONTRACT IMPLEMENTATION MANAGER

Location: 305 7th Ave, 9th Floor, New York, NY 10001

Hours: 35 Hours/Week; Non-Exempt

Job Summary: The Government Contracts Assistant will support the Government Contracts Implementation Team which is responsible for managing all agency government contracts. The Assistant will be responsible for supporting the Contract Managers

Major Duties:

Office Management/Administrative support

Provide office management/administrative support such as photocopying, scanning/saving electronic files, faxing, mail merges, ordering supplies, providing once-a-week phone reception for the agency, etc.

Manage department’s hard and cyber files

Draft and prepare letter correspondence

Sort, distribute and follow up on incoming department mail

Perform special project work as needed

Schedule and prepare documents, and participate in site visits, audits and meetings as requested

Attend and scribe meeting notes as needed

Communicate with funders and departments across the agency for program and project implementation

Report Management

Manage government contracts reporting schedule; set report reminders; send regular reminders to program, fiscal and evaluation staff and follow up as needed to meet deadlines

Collect reports in a timely manner; assist in editing reports and clarifying information

Assist Contracts Managers in submitting reports to government funders and act as liaison to all GSS internal departments

Manage back-up documentation for reporting process

Contract Development & Management

Support department in processing and managing existing government grants/contracts and those pending renewal

Distribute contract documents to appropriate agency staff to ensure timely delivery of critical contract/program information

Assist Contract Manager in licensing and certification process for School Aged Child Care (SACC) licenses for elementary and middle school based after-school programs and summer camps and all other licensing on an ongoing basis.

Provide support as needed to complete catalog of contract summaries

Submit documents, including procurement documents, in City, State and Federal databases such as PASSPort, HHS Accelerator, Grants Gateway, CMS, etc.

Enter necessary data into agency database such as Salesforce; run necessary reports on data collected

Qualifications:

BA degree preferred

One year related experience and familiarity with office systems and procedures required

Proficient in Microsoft Office Suite required;

Must be self-motivated, detail and deadline oriented with superb follow-up and prioritization skills

Must demonstrate ability to perform in a busy work environment during high volume periods

Must demonstrate professional writing skills

Proven ability to communicate with staff at all levels

Must have a commitment to work from a strength based and/or youth development perspective

Must be able to work independently and in as a team.

Must possess the ability to build collaborative relationships across teams, departments and external stakeholders

The ideal candidate is someone who thrives on creating effective and efficient systems to support a busy team that supports human service programs across the city.

Additional Information:
Good Shepherd Services is an equal opportunity employer that is proudly committed to becoming an anti-racist and multicultural organization that . We welcome prospective employees from diverse backgrounds, for administrative support and direct service and leadership roles, who will join us on that journey, uphold our and , and believe in our mission. Additionally, we aim to have a racially representative leadership and workforce that is reflective of the communities we work in partnership with.

Good Shepherd Services is committed to providing an inclusive and welcoming environment for all members of our staff, participants, volunteers, subcontractors, and vendors. We do not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of our activities or operations. These activities include, but are not limited to, hiring and termination of staff, selection of volunteers and vendors, and provision of services.