Grant Contract Analyst

Job Description: The Grant Contract Analyst is responsible for managing the full lifecycle of grant-funded contracts, including planning, procurement coordination, tracking, execution support, invoice review, and compliance monitoring. This role ensures contracts align with grant requirements, state procurement regulations, and internal policies while preventing service gaps and maintaining audit-ready documentation. Knowledge, Skills, and Abilities: bility to work in a fast-paced environment while meeting critical deadlines. bility to handle sensitive matters while maintaining confidentiality. Skilled in developing action plans to resolve issues and streamline procurement processes. Self-starter with strong project timeline management, punctuality, and communication skills. Knowledge of grant cycles and procurement processes. Education Requirements: Education and Experience Option One: Graduation from an accredited college or university with a bachelor's degree. Five or more years of increasingly responsible full-time professional administrative experience. Substitution of Experience for Education: Qualifying full-time increasingly responsible sub-professional, paraprofessional, or professional experience may substitute for required education on a year-for-year basis up to a maximum of four years. Substitution of Education for Experience: dditional graduate coursework in public administration, business administration, or a related field may substitute for required experience on a year-for-year basis up to a maximum of two years. Education and Experience Option Two: Four years of increasingly responsible professional administrative services experience with the State of Tennessee. Duties and Responsibilities: Contract Planning and Intake: Receive and triage contract requests from program staff and confirm service needs, funding sources, timelines, and performance periods. Develop or support the development of scopes of services aligned with program intent, grant allowability, and contracting requirements. Prepare or validate contract budgets including maximum liability, line-item structures, and required attachments. Identify appropriate contract pathways such as new, renewal, amendment, or termination and plan timelines to prevent service gaps. Competitive Procurement Management: Determine competitive procurement requirements and coordinate with procurement representatives. Support development of competitive documents using approved templates and scoring structures. Manage procurement timelines, postings, evaluator coordination, and required documentation. Ensure compliance with competitive integrity standards and documentation requirements. Contract Tracking System Management: Utilize the contract tracking system daily to initiate, route, and monitor contracts throughout the lifecycle. Create and maintain accurate contract records including identifiers, vendor information, term dates, maximum liability, funding sources, and milestones. Monitor workflow stages, respond to returned items, and resubmit corrected documentation promptly. Use reporting tools to track expiring contracts, prioritize renewals, and monitor open requests. Submission and Execution Support: Prepare and submit complete contract packages to the Service Procurement Office within required deadlines. Coordinate revisions requested by procurement, legal, fiscal, or leadership teams. Confirm execution and ensure executed agreements and identifiers are properly recorded and communicated. Contract Lifecycle Management: Maintain a live contract tracker including contract name, request receipt date, submission date, current status, execution date, and key identifiers. Initiate contracts early to prevent service gaps. Manage renewals, amendments, funding changes, term adjustments, and terminations with proper approvals and documentation. Invoice Review and Payment Processing: Review invoices for accuracy, compliance with contract terms, required documentation, and deliverable verification. Ensure invoices are properly reviewed, coded, and processed within five business days of receipt with complete documentation. Track invoice status and follow up on delayed payments. Monitoring, Reconciliation, and Reporting: Maintain monitoring reports tracking cumulative spending, remaining balances, invoicing cadence, and contract end-date risks. Identify and escalate risks including late invoicing, documentation gaps, overspending, or contract expiration concerns. Provide regular status updates to program leadership on contract execution and payment timelines. Program Support and Stakeholder Coordination: ssist program staff with contract development using templates and structured guidance. Coordinate with program, fiscal, legal, and procurement stakeholders to facilitate efficient contract review and approval. Maintain organized and audit-ready contract files including competitive documentation, approvals, amendments, executed agreements, and invoice support materials.

Created: 2026-03-04