[Hiring] Grants & Procurement Specialist @Arizona Department of Administration

Role Description

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.

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.

Job Duties

• 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.

Qualifications

• 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.

Requirements

• 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).

Benefits

• 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.

Contact Us

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