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.