Contracts Administrator

Position Type: Full Time

Location: San Francisco, CA

Compensation: $95,900/annually + benefits

Hamilton Families

Our mission is to end family homelessness in the San Francisco Bay Area. Established in 1985, Hamilton Families is San Francisco's leading service provider to homeless families, with carefully designed programs to prevent homelessness, provide shelter and stability, return families to permanent housing and support the well-being of children experiencing homelessness. We currently operate these programs across six sites in San Francisco and Oakland. For more information, visit www.hamiltonfamilies.org.

Program and Position Overview

Hamilton Families has 3 distinct programs: An Emergency Shelter, Transitional Housing set of services, and a Shallow Rent Subsidy suite of services. Hamilton Families receives funding through at least 15 different government contracts and partnerships, with funding sources including federal, state, local, and private.

Under the direction of the Chief Program Officer, the Contracts Administrator oversees all government contracts tied to programs and service deliveries. The position collaborates very closely with the Program Directors across the agency to ensure contracts, budgets, reports and deliverables are tracked, updated and maintained in the organizational database; funds are spent appropriately and in a timely fashion, and that deliverables, including number of families served and outcomes objectives, are met. Morevoer, the position oversees contract funds that pass through the organization going directly to families, landlords and property managers via subsidies. The Contracts Manager will hold a deep knowledge of contracts and budgets across all interventions. This role will also use salesforce on a daily basis, as well as using multiple reporting systems required by our funders. This role will support and help shape a quality improvement plan across all government contracts and services. They will support leadership to maximize the strategic spend down of government funds, providing the best possible services to families. The ideal candidate has deep experience in partnering with and supporting programs; can organize tracking systems at both individual and contractual levels; and acts as a facilitator of contractual compliance standards allowing Program Directors to focus on day to day operations and services to families.

Primary Duties and Responsibilities

Create tracking tools, and implement systems & reporting processes:

• Track enrollment levels monthly to ensure maximum spend down of contract funds and achievement of service objectives (ie number of families served). Collaborate closely with Program Teams and Data & Evaluation Teams to troubleshoot issues as they arise and to plan well in advance for future changes in enrollment levels.
• Monitor processes of client pass-throughs including check requests, approvals, subsidy list, and check disbursement.
• Collaborate with Finance Department and Program Directors to track spend down of contract funds monthly, and to provide any required input into monthly contract billing to ensure accurate invoicing.
• Use opportunities to increase spend down and strategically use contract funds for greatest efficiency
• Support annual organizational budget preparations as directed by Chief Programs Officer
• Complete contract reporting activities as required by contract partners, in collaboration with the Data & Evaluation Department

Monitor:

• Maintain thorough understanding of contractual requirements across all contracts for all Programs, including service requirements and objectives, reporting and monitoring requirements, and contract budgets;
• Prepare enrollment, contract spend down, and staffing projections for Shallow Subsidy Services for use in annual budget and annual budget revision, and as needed; make recommendations as needed
• Prepare budgets, justifications, modifications, and revisions, in liason with finance department and budget analyst in city government departments;

Contractual obligations and quality control:

• Provide regular reports to Chief Program Officer, Directors, and/or Finance Department on progress and improvement opportunities for each of the following contractual obligation areas:
  • Program deliverables which include units of service such as number of families served, service delivery model and outcomes
  • Fiscal systems such as activity reports, new vendor packets, check request processes
  • Outcome objectives including client satisfaction surveys and for annual reports
• Design, implement, and lead ongoing quality control systems for client files and in conjunction with coordinators, conduct regular audits in preparation for monitoring/site visits which happen annually for almost every contract.
• Lead preparation and response to any monitoring undertaken by contract partners

Contract partner relationships:

• In collaboration with Program Directors, act as a liaison between contract managers with funding and partner agencies. In collaboration with Directors, attend contract negotiation discussions in coordination with Chief Program Officer.

Qualifications, Skills and Abilities

• Demonstrated experience in Government Contracts compliance, monitoring and/or audits
• Demonstrated experience in Salesforce reporting and data analysis
• Demonstrated experience in managing various contracts simultaneously that include large complex budgets and compliance standards.
• Highly detail-oriented with excellent time management, organizational, written, verbal, interpersonal, and computer skills.
• Ability to work independently, with minimal oversight
• Ability to make systems more efficient and enthusiasm about continuous quality improvement
• Required proficiency in Microsoft Office applications, Excel, Word and Outlook

Hamilton Families is proud to be an Equal Employment Opportunity employer. Equity, diversity, and inclusion are central to our organization. We actively seek and prioritize diversity in our teams. We welcome applications from people with a variety of backgrounds and ages, including people of color, candidates with lived experiences, candidates in the LGBTQ+ community, and candidates who identify personally at any part of the gender spectrum. Additionally, we are committed to working with and providing reasonable accommodations to individuals with disabilities.

We look forward to your application!