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ECE Grants \u0026 Contract Specialist in Philadelphia, PA at Public Health Management Corporation

Date Posted: 12/29/2018

Job Snapshot

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  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description


Under the supervision of the ECE Grants & Contract Coordinator and in coordination with program managers:

  • Develop, distribute and complete contracts and grant agreements related to various programs including the Child Care Facilities Fund, ChildWare and other projects. These include grant agreements, contracts for services rendered to PHMC and contracts for services provided by PHMC.
  • Complete grant payments and contractual payments for subcontractors/consultants including entering data into appropriate data systems (PRFs into the electronic accounting system) and liaising with internal PHMC departments for check retrieval
  • Enter data and create invoices in the appropriate data systems for services provided, including quarterly invoices for ChildWare, and coordinate with PHMC’s accounting department for timely posting of the invoices
  • Manage and maintain payment and invoice tracking information for multiple programs in Microsoft Excel and other data systems to ensure the timely completion of tasks and payment
  • Run reports from accounting and other data systems that support tracking accounts payable and accounts receivable processes
  • Prepare supporting documentation on grant payments for the submission of monthly invoices to program funders
  • Participate in grant reconciliation activities – matching reporting from grantees with internal tracking documents.
  • Mail or coordinate the electronic issuance of contracts, grant payment, checks and invoices—this process involves completing mail merges in Microsoft Office programs
  • Manage communication, correspondence and follow-up activities related to payment to and payment from various program partners – this is a front facing position responsible for representing PHMC, the Office of Family and Educational Services and specific programs to partners and clients.
  • Understand and maintains compliance with all PHMC Finance and Accounting processes and requirements
  • Complete important administrative duties that include, but are not limited to mailing, emailing, and filing.


  • Knowledge of clerical, administrative, bookkeeping and accounting principles and practices
  • Demonstrated proficiency in Microsoft Office suite, especially Excel, Word and mail merge processes.
  • Ability to coordinate multiple tasks and manage and complete a variety of projects simultaneously
  • Ability to write business correspondence
  • Ability to perform all required functions and responsibilities accurately, completely, and within project timelines
  • Ability to maintain complete, accurate, and accessible files and records
  • Ability to effectively function as a member of a team effort, including managing work and communication across multiple teams
  • Ability to communicate effectively and work productively with employees, practitioners, clients, program leaders and others in a positive, pleasant, professional, and productive manner in writing, by telephone, on line and in person


  • Two to three years of experience working in an office setting, or any equivalent combination of acceptable training, education,
  • Experience that includes communication and interaction with clients, customers and/or organizational partners
  • Experience with accounts payable, accounts receivable and/or grant management preferred
  • Experience in a non-profit office environment preferred

Education Requirement:

  • AA Degree in Business, Accounting or related field preferred
  • High school diploma and willingness to continue education required


  • Commensurate with education and experience