Vendor & Contracts Manager

About The Clean Slate Initiative

Founded in 2019, The Clean Slate Initiative (CSI) passes and implements laws that automatically clear eligible records for people who have completed their sentence and remained crime-free and expands who is eligible for clearance.

The Clean Slate Initiative’s vision is that people will no longer be defined by their records and will have the opportunity to contribute to their community, have a fair opportunity to work, get an education, and achieve their full potential. The Clean Slate Initiative passes and implements laws that automatically clear eligible records for people who have completed their sentence and remained crime-free, and expand who is eligible for clearance.  To date, twelve states have passed Clean Slate laws impacting more than 15 million people. The Clean State Initiative works with bipartisan leaders and organizations and offers our expertise on what works: intelligent policy design, an eye toward implementation, and campaign strategies that center lived experience. Along the way, we work to redefine the narrative around people with records, cutting through the bias and stigma, to reorient the legal system to live up to the ideals of second chances. Learn more about our work here.‍

About the Opportunity

‍Reporting to the Senior Grants and Contracts Manager (GCM), the Vendor and Contracts Manager will be responsible for the execution, payments and reporting of all contracts for services.  This role will ensure that all contracts are put together in a timely way, that the terms are in the best interest of the organization, that department heads have the information they need to manage the contracted services, and that contract holders understand and follow the organization’s terms and conditions, including payment processes. Additionally, this position will be responsible for managing high-risk contracts and handling vendor agreements, ensuring compliance with legal and regulatory requirements, mitigating potential risks, and safeguarding sensitive organizational information. This role requires the incumbent to have a keen eye for identifying contractual vulnerabilities, implementing safeguards to protect the organization’s interests, and maintaining the highest level of discretion when dealing with propriety or sensitive data.

Responsibilities and Tasks

General 

• Manage the full contract lifecycle management (CLM) process from initiation to execution.
• Review, process, and track contracts to ensure compliance with organizational policies, payment terms and reporting requirements.
• Maintain accurate and up-to-date contract records, including deadlines, and key deliverables

• Ensure compliance with contract policies, procedures, and standard operating practices to provide successful proposal and contract execution.
• Ensure all contracts, reports, and records are maintained in compliance with document retention guidelines, CSI policies and regulatory requirements
• Ensure effective implementation of new and renewing contracts through communication and coordination with other functional areas

Contracts Financial Management

• Serve as the primary point of contact for contractor financial inquiries and issue resolution.
• Lead the contract Purchase Order process in Sage/Intacct ensuring accurate encumbrances are setup for bill payment
• Liaise with outsourced accounting team on financial touch points pertaining to contract administration and financial coding
• In conjunction with the GCM, support the development and maintenance of financial and procurement processes
• Perform necessary analysis of cost and utilization data in addition to the analysis of the financial and operational impact of contractual proposals

Communication, Training and Reporting

• Collaborate with internal stakeholders to develop contracts, identifying areas that may require additional insight from GCM or Chief Financial Officer (CFO)
• Coordinate with the CFO for contract-related matters needing negotiation and/or legal insight
• Support onboarding for vendors and contractors.
• Work with staff and management to advise, interpret, and resolve complex contractual challenges, including ability to meet schedules, technical requirements, and requirement changes.

• Provide training and support to staff pertaining to contract & invoicing processes as needed
• Train staff on travel, reimbursement, and credit card systems and ensure policy adherence through coaching and redirecting.
• Develop/revise contract and invoicing Standard Operating Procedures, as needed

Other Duties

• Serve as backup to Sr. GC Manager as needed when out of office
• Manage coding process for all invoices and contracts in bill.com with support from outsourced accounting team
• Provide grants management surge support as needed
• Liaise with Compliance manager on contract specific compliance and lobbying activities and tracking
• Perform ad hoc financial analysis as requested
• Perform other projects and tasks as assigned by GCM or CFO

Who You Are:

• Strong Writer and Clear Communicator - You have exceptional writing skills and can draft, review, and refine contracts, policies and vendor agreements with clarity and precision. You can communicate complex legal and financial terms to diverse audiences, ensuring understanding and compliance. 
• Process-Oriented Leader - You not only follow established processes with precision but also take the initiative to develop and optimize contract and vendor management procedures, ensuring efficiency, compliance and scalability. 
• Cross-functional Collaborator and Relationship Builder - You excel at working across departments, serving as a strategic partner to various teams. You build strong vendor relationships while upholding the organization's best interests.
• Compliance and Policy Driven - You have a deep understanding of regulatory and legal requirements related to contracts and vendor administration, ensuring that all agreements align with best practices and organizational policies. 
• Problem Solver and Risk Manager - You proactively identify and mitigate risks in vendor agreements and service contracts, ensuring that the organization is protected from financial, legal and operational exposure. 
• Technology Savvy - You are proficient in CLM systems and other tools like Google Workspace, Microsoft Office Suite or other related software to streamline contract execution, reporting, vendor payment processes, deliver training and perform cross-collaborative work.
• Adaptable and Forward Thinking Leader - You thrive in a dynamic environment, bringing a resourceful and proactive approach to managing competing priorities, evolving needs and continuous process improvement.
• Experienced Trainer and Stakeholder Engager - You have experience training internal teams and external vendors on contract processes, payment structures, and compliance expectations. You ensure key stakeholders understand their roles in contract execution and management. 
• Financially Strategic and Data Driven - You have a strong grasp of financial analysis related to contracts, including budgeting, cost assessments, and payment structures. You ensure contract terms align with financial policies and use data to inform decision-making. 
• Preferred but not required: you are familiar with Expensify and bill.com. You have experience with Sage/Intacct or other similar accounting software.
• Bachelor’s degree in business or related field preferred
• Experienced as a directly impacted person who has a record or with a family member who has a record is valued.

Compensation and Location ‍

Comprehensive benefits package that includes 100% employer-paid health, dental, and vision insurance, a 4% employer match and 2% employer paid contribution towards 401k retirement, pre-tax transportation benefits, and paid holidays, vacation, sick, and casual time off.

The Clean Slate Initiative is committed to transparent and fair compensation. The hiring range for this position is an annual salary range of $85,000-$90,000 per year. The final salary within this range will be determined based on qualifications and relevant experience.  Once an offer is made, we do not negotiate the compensation package. 

This is a full-time position and is considered non-exempt for overtime purposes. This is a remote position and we are location agnostic regarding where in the US you are based.  However, we will discuss a hybrid or in-office work location for candidates in proximity to our Orlando office.  You will need to:

• Currently reside in the United States and be authorized to work in the United States
• Work collaboratively with a team in various time zones
• Be close to a major airport with the ability to travel approximately 10-15% 
• Attend required quarterly onsite planning meetings in various locations
• Attend 1 all staff learning trip and our annual convening each year
  

The Clean Slate Initiative is a 501(c)(3) public entity that passes and implements laws that automatically clear eligible records for people who have completed their sentence and remained crime-free, and expand who is eligible for clearance.  CSI is committed to attracting, developing and retaining exceptional people, and to creating a work environment that is dynamic, rewarding and enables each of us to realize our potential. CSI’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.

How to Apply

We encourage all applicants to review our website to fully familiarize themselves with The Clean Slate Initiative before applying: cleanslateinitiative.org.  If you are interested in applying for this position, complete the application and attach your resume via our application portal.  

Questions about this job posting or the process should be directed to careers@cleanslateinitiative.org. 

Tentative Timeline

• Application Period: March 12, 2025 through April 22, 2025
  Applications will be reviewed continuously. Interested candidates are encouraged to submit their applications early for immediate consideration. Applications received after April 22, 2025 may be considered, but consideration is not guaranteed.
• First Interviews: April 28-30, 2025
• Panel Interviews: week of May 5, 2025
• Reference Checks: week of May 12, 2025
• Finalist Interview with CEO: May 15, 2025‍
• Offer Extension: week of May 19, 2025

The Clean Slate Initiative reserves the right to make changes to the announced timeline.

Reasonable Accommodations

To center the safety and well-being of its employees, and in accordance with relevant federal, state, and local laws, The Clean Slate Initiative provides equal employment opportunities to qualified individuals with disabilities to participate in the recruitment and selection process. If you require an accommodation to participate in the interview/hiring process, please contact human resources at HR@cleanslateinitiative.org. 

Other Employment Standards

Applicants for employment in the United States must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States.

Job candidates will not be obligated to disclose sealed or expunged records of conviction or arrest as part of the hiring process.