GRANTS COORDINATOR

GRANTS & PROCUREMENT SPECIALIST

1400 West Washington Street

Phoenix, AZ 85007

Salary: $43,900 - $70,000 

Grade: 21

Closing Date: Open until business needs are met

Manages the full lifecycle of grant administration from application intake through closeout for assigned grant programs, including all procurement activities and contract administration. The Grant Procurement Specialist serves as the primary point of contact for subrecipients during application, award, and operational phases while ensuring all procurement and contracting activities comply with federal standards under 2 CFR Part 200, Arizona State Procurement Code, and agency policies. Reports to the Grants and Compliance Manager. The position is grant-funded and employment is contingent upon the availability of funding.

Arizona’s Rural Health Transformation Program is supported by the Centers for Medicare & Medicaid Services (CMS) of the U.S. Department of Health and Human Services (HHS) as a part of a financial assistance award totaling $166,988,955.92 with 100 percent funded by CMS/HHS. The contents are those of the author(s) and do not necessarily represent the official views of, nor endorsement, by CMS/HHS, or the U.S. Government.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Procurement & Contract Management:
Coordinate competitive procurement processes including RFPs, RFQs, and Invitations for Bid. Draft solicitation documents ensuring inclusion of all required federal contract provisions. Coordinate evaluation committees and ensure fair and objective evaluation processes. Review and process sole source justifications and non-competitive procurement requests. Conduct cost/price analyses to ensure fair and reasonable pricing. Draft, review, and negotiate contracts, subcontracts, and intergovernmental agreements. Ensure contracts include all required federal provisions including Appendix II to Part 200 clauses. Coordinate contract review with legal counsel and program staff as appropriate. Process contract modifications, amendments, and renewals. Maintain procurement and contract files with complete documentation.

Application & Award Processing:
Receive and review grant applications for completeness, eligibility, and compliance with program requirements. Coordinate application review process including technical review, budget analysis, and scoring/ranking. Prepare award notification packages including award letters, terms and conditions, and special conditions. Draft subrecipient agreements incorporating all required federal, state, and program-specific provisions. Enter award information into grant management systems and maintain accurate records.

Grant Modifications & Amendments:
Process grant modification requests including budget amendments, scope changes, and no-cost extensions. Review modification requests for compliance with grant terms and federal regulations. Prepare amendment documentation and obtain required approvals. Update grant records and systems to reflect approved modifications.

Reporting, Compliance & Vendor Management:
Track reporting deadlines for all assigned grants and ensure timely submission of required reports. Review subrecipient performance reports and financial status reports for completeness and accuracy. Follow up with subrecipients on delinquent reports and documentation requests. Maintain compliance calendars and tickler systems for grant requirements. Verify vendor eligibility through SAM.gov debarment and suspension checks. Maintain vendor files with required documentation including W-9s, insurance certificates, and certifications. Monitor contract performance and deliverables against contract terms. Process contract closeouts and final payments.

Grant Closeout:
Coordinate grant closeout activities in accordance with federal and state requirements. Ensure all final reports, deliverables, and documentation are received and accepted. Reconcile final expenditures and coordinate de-obligation of unexpended funds. Ensure proper archiving of grant files in compliance with record retention requirements.

Technical Support:
Serve as primary point of contact for assigned subrecipients on grant administration and procurement matters. Respond to subrecipient inquiries regarding grant status, requirements, and procedures. Provide procurement guidance and training to program staff on compliant practices. Assist subrecipients with procurement questions and policy development. Review subrecipient procurement policies during monitoring activities. Support new grantee onboarding.

Other duties as assigned as related to the position

Knowledge of:
• Grant administration principles and practices
• Federal procurement standards under 2 CFR Part 200
• Understanding of Arizona State Procurement Code and public procurement practices

Skill in:
• Contract drafting and negotiation skills
• Strong analytical skills for cost/price analysis
• Excellent organizational skills and ability to manage multiple priorities

Ability to:
• Excellent attention to detail and accuracy
• Customer service orientation

• Bachelor's degree in Public Administration, Business Administration, Supply Chain Management, or related field
• Minimum 3 years of experience in grant administration, procurement, contract management, or related field

• Experience with federal grant programs and federal procurement requirements (2 CFR Part 200) strongly preferred

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona offers a comprehensive benefits package to include:
• Sick leave
• Retirement plan
• Health and dental insurance
• Vacation with 10 paid holidays per year
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation
plans, and supplemental life insurance
• For a complete list of benefits provided by The State of Arizona, please visit our benefits page

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

• Positions in this classification participate in the Arizona State Retirement System (ASRS).

*NOTE - Enrollment eligibility in ASRS will become effective after 27 weeks of employment.

• If you have any questions, please feel free to contact Mariem Ly at [email protected]