Grants Analyst

End Client: State of TN Job Title: Grants Analyst Duration: 6-12+ Months Start Date: ASAP Position Type: Contract Number of Hours: 37.5 Hours a Week Location: Remote Interview Type: Webcam Grant Contract Analyst The Tennessee Department of Health is seeking a Grant Contract Analyst to work in the Office of Primary Prevention (OPP). The analyst will manage subrecipient grant contracts awarded through the Centers for Medicare & Medicaid Services (CMS) Rural Health Transformation (RHT) Program. The job is currently projected to start mid to late March. Grant Contract Analyst KSAs (Knowledge, Skills, and Abilities): • Ability to work in a fast-paced environment while meeting critical deadlines • Ability to handle important matters while maintaining confidentiality • Skilled in developing concrete action plans to solve problems and streamline procurement processes • Self-starter who is skilled at managing project timelines, exhibiting punctuality, and communicating effectively • Knowledge of grant cycle and procurement processes Grant Contract Analyst Education Requirements: Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to substantial (five or more years of) full- time increasingly responsible professional staff administrative experience. Substitution of Experience for Education: Qualifying full-time increasingly responsible sub- professional, paraprofessional, or professional experience may be substituted for the required education on a year-for-year basis, to a maximum of four years. Substitution of Education for Experience: Additional graduate coursework in public administration, business administration, or other acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years. OR Four years of increasingly responsible professional administrative services experience with the State of Tennessee. Grant Contract Analyst Duties: 1) Contract planning and intake (front-end coordination) · Receive and triage contract requests from program staff; confirm the service need, period of performance, funding source, and required timeline. · Develop (or support development of) the Scope of Services and ensure alignment with program intent, grant/appropriation allowability, and state contracting requirements. · Prepare or validate the contract budget, including max liability, line-item structure, and any required budget attachments. · Identify the appropriate contract pathway (new, renewal, amendment, termination) and plan backwards from deadlines to prevent gaps in service. 2) Competitive procurement management (RFA/RFGP and related requirements) · Determine whether the procurement must be competitive and coordinate early with the appropriate procurement/competitive coordinator. · Support development of competitive documents and packages (e.g., RFA or RFGP) using approved templates and required scoring structure. · Manage the competitive timeline and logistics, including schedule-of-events coordination, required postings, evaluator coordination (as applicable), and timely submission of required forms. · Ensure competitive integrity and compliance steps are met (required forms, attachment consistency, and documentation standards). 3) Caspio Contract Tracking System (active daily use) · Actively use Caspio to initiate, route, and track contracts across the full lifecycle (new contracts, renewals, and amendments). · Create and maintain contract records in Caspio, ensuring required fields are complete and accurate (e.g., contract identifiers, vendor, term dates, maximum liability, funding source, competitive status, and key milestones). · Monitor workflow/status stages in Caspio; respond to “send back” items, correct documentation, and resubmit packages promptly. · Use Caspio reporting views to identify expiring contracts, prioritize renewals, and track open requests by workflow stage. 4) Submission to Service Procurement Office and contract execution support · Ensure the full submission package is complete and submitted to the Service Procurement Office by scheduled deadlines, including all required forms, endorsements, and attachments. · Coordinate revisions requested by procurement, legal, fiscal, or leadership to keep execution on track. · Confirm execution and ensure executed agreements and identifiers are uploaded/recorded in Caspio and communicated to the program team. 5) Contract tracker and lifecycle management (Caspio or Excel) · Maintain a live contract tracker/report that includes, at minimum: o contract name o date request received o date submitted to Service Procurement o current status o execution date o key identifiers (as applicable) · Proactively manage the contract lifecycle: o initiate new contracts early enough to prevent service gaps, o start renewals well before end dates, o process amendments to funding, dates, or terms with proper documentation and approvals, o support terminations/closeouts as needed and ensure documentation is retained. 6) Invoice review and payment processing (timeliness + compliance) · Review contract invoices for accuracy, alignment to contract terms/budget, required documentation, and deliverable requirements. · Ensure invoices are properly stamped, reviewed, accurately coded, and routed/processed for payment within five business days of receiving the invoice and required supporting documentation. · Track invoice status using Caspio and follow up on invoices stalled in workflow. 7) Ongoing monitoring, reconciliation, and reporting · Maintain monitoring files and/or Caspio/Excel reports to track: o cumulative spend and remaining balance, o invoicing cadence and late invoices, o contract end-date risk and renewal status, o issues requiring corrective action. · Identify and elevate risks early (late invoicing, documentation gaps, overspend risk, end-date risk) with recommended corrective actions. · Provide routine status updates to program leadership on contract progress, execution timelines, and invoice/payment status. 8) Program support and stakeholder coordination · Assist program staff with contract development and submissions by providing templates, guidance, and hands-on coordination from draft through execution. · Coordinate across program, fiscal, legal, and procurement stakeholders to move contracts through review efficiently and maintain audit-ready documentation. · Maintain organized contract files (competitive documentation, drafts, approvals, executed agreements, amendments, invoice support) consistent with retention requirements.

Created: 2026-03-04