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.