Part-Time Grants and Contracts Specialist

Posted: 3/31/25
Application Deadline: 4/30/25

Contact: Karen Cappiella at kc@cwp.org

The Center for Watershed Protection (CWP) is a national 501(c) nonprofit organization with a mission to advance clean water and healthy natural resources for communities. CWP is seeking a part-time grants and contracts specialist. This position will be responsible for grants administration and compliance; contract and subaward processing; financial management assistance for federally-funded projects; and other responsibilities. This position is intended to ensure that CWP and its subawardees and subcontractors comply with federal regulations and other funder requirements and support the organization with accurate and timely administration   of federally-funded projects.

This is a part-time and fully remote position. Work schedule can be flexible, provided that the Grants and Contracts Specialist meets identified deadlines and turnaround times (which are often 1-2 days) and is available for requested meetings within a reasonable timeframe. The exact number of hours will vary from week to week. For example, a significant portion of the work will occur in the first week of the month to correspond with invoicing. On average, this position will require 10-20  hours per week.

The Grants and Contracts Specialist should have a bachelor’s degree in accounting, business administration, or related field with 5+ years of experience with federal grants and assistance agreements. This individual will be detailed oriented, a critical thinker, an excellent communicator, and a quick learner. The candidate will help establish processes and procedures to ensure compliance, improve efficiency, make sound judgements, and maintain confidentiality and discretion. We are looking for someone who:

• Enjoys getting the details correct
• Has great editing skills
• Understands the federal paperwork system and can help facilitate other staff  to ensure compliance
• Is very responsive
• Has excellent time management skills and sensitivity to deadlines

Other requirements include:

• Knowledge of Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200) and other OMB regulations
• Familiarity with Federal Acquisition Regulations
• Proficiency in Microsoft Excel and other Microsoft Office programs
• Previous non-profit experience preferred
• Able to work independently and manage multiple priorities and deadlines
• Must have an excellent credit score and undergo a credit check 

The Grants and Contracts Specialist will be part of the financial and administrative team and work with the Executive Director/CEO, Accountant, Project Managers, and other CWP team members to ensure that CWP’s policies and procedures comply with funding requirements and oversee their implementation as it relates to federal regulations. Responsibilities include:

Grants administration  and compliance:

• Review CWP policies and procedures for compliance with 2 CFR 200 and identify and operationalize any updates to processes and protocols that are required
• Review new Federal awards and any new regulatory guidance or updates from EPA and other funders as they are issued to determine any required changes to CWP processes and protocols
• Lead submission of the indirect rate, and update relevant documents, budgets, invoices, and templates to reflect changes to the negotiated indirect cost rate agreement (NICRA)
• Serve as subject matter expert on 2 CFR 200 and other related regulations for staff
• Provide training for staff and/or subawardees on grant compliance as needed
• Provide support for annual Single Audit   as needed
• Manage process to update CWP forms and documents related to federal grants, such as budget and invoice templates, subaward and contract templates, and subaward monitoring procedures 
• Complete   required forms for Federal proposal and projects, such as MBE/WBE/DBE reports, Form 4700, etc.

Contract and subaward processing:

• Oversee process to develop subawards and subcontracts for Federally-funded projects 
• Review risk assessment forms and identify additional requirements for high-risk subawardees as needed
• Review subawardee and subcontractor budgets and invoices to ensure compliance with regulations 
• Conduct subaward and subcontractor monitoring as required to ensure compliance with regulations
• Assist team with proper procurements- review solicitations, bids, and selections memo for completeness and compliance with federal guidelines

Financial management assistance for Federally-funded projects and proposals:

• Provide draft monthly invoices with support materials to Project Managers and Quality Control Managers for review and work closely with managers to revise in a timely manner
• Provide final monthly invoice with support materials to Accountant for entry into Quickbooks
• Prepare and submit monthly invoices according to the funding agency requirements
• Manage online portals for grant application and submissions
• Monitor and reconcile grant expenditures to ensure alignment with approved budgets and compliance with grant terms
• Develop templates for grants and contracts management 
• Assist with development and review of proposal budgets
• Assist with re-budgeting requests
• Maintain comprehensive and organized documentation, including agreements, amendments, financial reports, and correspondence 
• Prepare and submit financial reports to funding agencies
• Gain proficiency in the ASAP system to handle grant withdrawals and take on full responsibility for processing withdrawals as needed

Other:

• Participate in meetings to ensure administrative and financial support for project managers and quality control staff.
• Participate in weekly  financial check-in meetings

Salary and Benefits: The hourly pay rate for this position is $35/hour to $40/hour, depending on education and experience. In addition, part-time employees are eligible for CWP’s 401K package which includes up to 4% employer-contributed retirement plans.

How to Apply: Interested in joining us? Please submit, via email to Karen Cappiella at kc@cwp.org, a cover letter referencing your interest in working for CWP, salary requirements, and availability, along with a current resume by April 30, 2025.

The Center for Watershed Protection is committed to diversity, equity, and inclusion in hiring and employment practices, and committed to providing employees with a positive work environment for all. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status, or any other status protected by the laws or regulations in the locations where we operate.