Grant Contract Analyst

The Tennessee Department of Health is seeking a Grant Contract Analyst to work in the Office of Primary Prevention (OPP). The analyst will manage subrecipient grant contracts awarded through the Centers for Medicare & Medicaid Services (CMS) Rural Health Transformation (RHT) Program. The job is currently projected to start late February to mid March.

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:
  • contract name
  • date request received
  • date submitted to Service Procurement
  • current status
  • execution date
  • key identifiers (as applicable)
• Proactively manage the contract lifecycle:
  • initiate new contracts early enough to prevent service gaps,
  • start renewals well before end dates,
  • process amendments to funding, dates, or terms with proper documentation and approvals,
  • 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:
  • cumulative spend and remaining balance,
  • invoicing cadence and late invoices,
  • contract end-date risk and renewal status,
  • 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.

Grant Contract Analyst KSAs (Knowledge, Skills, and Abilities):

• Ability to work in a fast-paced…