Capital Outlay Administrator
- Santa Fe, NM
- $24.96 per hour
- Permanent
- Full-time
- Pay Rate: $24.96 per hour with weekly pay.
- Start Date: ASAP
- End Date: October 2026
- Location: In-office in Santa Fe, New Mexico
- Oversee fiscal and administrative management of assigned projects.
- Prepare grant agreements to conform to established policies, procedures and state statutes.
- Ensure grantee is Public Finance Accountability Act compliant and special conditions have been met or a fiscal agent has been assigned
- Send agreements to communities and follow up at regular intervals on return and execution.
- Process encumbrance/change (purchase) orders in a timely manner.
- Process pay (disbursement/vouchers) requests in a timely manner and in accordance with CPMS reporting.
- Ensure agreements are accurately entered in agreement history in the Loan Grant Tracking System (LGTS), including when closed.
- Ensure the encumbrance section of LGTS is updated with all change orders.
- Ensure all warrant information is entered in a timely manner in LGTS to assist with NMED reimbursement reconciliations.
- Status of grant agreement, until fully executed.
- Updated documents including signature page.
- Payment Certification for grantees that have not paid vendors in advance.
- DFA database updates.
- Assist with purchase order reconciliations
- Quarterly DFA database updates
- Bond questionnaires
- Perform filing and other administrative organizational duties as needed to support the team's efficiency.
- May thoroughly document internal processes and standard operating procedures (SOPs) to facilitate knowledge sharing and continuous improvement.
- Three years' experience in budget administration which includes managing, developing, analyzing and implementing budgets; developing strategic plans and establishing internal control.
- Three years' experience in contract administration which includes overseeing the development and negotiation of contracts and bid specifications; managing bid openings; awarding and executing contracts.
- Knowledge of facilities planning and analysis which includes developing facilities management plans based on the evaluation and analysis of usage, structures and other facilities.
- Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.