Position Profile

Budget and Contracts Manager

Down East Partnership for Children


Rocky Mount, NC


The Down East Partnership for Children of Nash and Edgecombe Counties (DEPC) is a non-profit organization located in Rocky Mount, North Carolina. DEPC is “Committed to Launching Every Child as a Healthy, Lifelong Learner by the End of the Third Grade.”

Because today’s children are tomorrow’s leaders, parents and workers, the DEPC believes everyone has a stake in making sure that all children have the experiences they need to thrive. By building a community that supports the unique needs of each child and family, creating and increasing access to high quality early care and education, and surrounding each child and family with coordinated community resources, together DEPC and our communities can give children the very best opportunities they need to grow and learn.

We believe that all children and their families can reach their full potential when surrounded by a united and supportive community. To achieve this vision, DEPC strategically invests into the education system that supports children 0-8 and their families. This investment supports programs at DEPC and in partnering agencies throughout Nash and Edgecombe counties.


The Budget and Contracts Manager plays a key role in the organization which requires the individual to have excellent process management, computer and organizational skills. The Manager works both independently and as part of the team, able to manage multiple tasks. Detail-oriented and data-driven, the Manager must have superior written, verbal, and interpersonal communication skills.


The Budget and Contracts Manager is responsible for the process of compiling, monitoring, and analyzing a consolidated annual budget plan; and monitoring the actual performance against budget and contractual obligations.

In addition to implementing budget processes, the Manager oversees the development, organization, and maintenance of all DEPC contracts including program contracts and professional services contracts. The duties include managing all collection and recording of all financial reports, quarterly cash and in-kind contributions reports, yearly site visit reports and any other reports request by either the North Carolina Partnership for Children, the Division of Child Development and other funders.

Essential duties and related job expectation standards for the Budget and Contracts Manager include, but are not limited to:

Budget Management

  • Develops the annual plan for an approximately $6 million-dollar organizational budget with the Executive and Operations Directors.
  • Coordinates proposed budget preparation through the utilization of the Master Budget and Payroll Projection Model spreadsheets, projected budgets from managers and directors and funder guidelines for the annual budget meeting in March.
  • Communicates budgetary information to DEPC Directors.
  • Monitors actual performance against budget and contractual obligations.
  • Oversees, answers budget related questions and provides backup assistance for Purchase Order requisitions and credit card purchases.
  • Meets with Financial staff to review and troubleshoot general ledger budget reports by fund.
  • Facilitates budget and planning meetings with DEPC Directors/Managers/Coordinators and takes a lead role in the process including allocating resources across multiple funders and fiscal years.
  • Serves as the “go to” person for all ongoing budget related issues.
  • Provides financial and management reports to DEPC Directors.
  • Assists with developing interim and final budget reports to funders.
  • Prepares Master Budget updates for Finance Committee and Board meetings as needed.
  • Reconciles donation report to GL monthly in coordination with Finance.
  • Develops budget amendments and revisions with DEPC Directors for submission to funders.
  • Attends grants management meetings and assists with the development of budgets for grant proposals as needed.
  • Assists with the maintenance of DEPC contract files.

Grantee Contracts

  • Oversees the development of all contracts with all funded agencies including assisting with the bid process, collecting fiscal information, producing the contracts, and compiling all contract and program information into a contract file.
  • Oversees the organization and maintenance of all contracts including correspondence with funded agencies or organizations maintaining all program and financial information into the contract file.
  • Oversees the collection of monthly financial reports from each funded program. Reviews these reports for accuracy and spending patterns and submits these reports to the Operations Director for approval. Reviews financial data entered into the Grants Management System.
  • Reviews all submitted budget and/or program amendments and/or revisions requests and submits them to the Program Development Manager and Operations Director for review. After review process has been completed, the requests are forwarded to the Executive Director and/or Board for approval. After funder approval is received, records status of amendments/revisions in the Grants Management System and the contract file and notifies contracting agency concerning the status. Makes changes in budgets as needed and forwards to the Accounting Coordinator and Controller.
  • Oversees the development of internal program files including collecting program information and compiling them into a program file
  • Oversees the maintenance of all internal program grant files.
  • Oversees and assists with the development of mini grants.
  • Oversees the collection of cash and in-kind contributions from internal program. Reviews contributions for qualifications towards our Smart Start mandated 15% match. Forwards contributions to Contracts Specialist for entry into the Smart Start Quarterly Report System.
  • Oversees the distribution of Quarterly Cash and In-Kind Contributions Reports to each Smart Start funded program. Reviews contributions for qualifications towards our Smart Start mandated match. Forwards contributions to Contract Specialist for entry into the Smart Start Quarterly Report System and Grants Management System.
  • Submits the Quarterly Cash and In-Kind Contribution Report to the Operations Director for review. Reviews data entered into the Grants Management System.
  • Oversees collection and reporting of Other Resources information to Division of Child Development and Early Education according to NC Pre-K Program guidelines.
  • Reviews financial reports for all Direct Service Providers to be used at quarterly Program Review, Finance Committee and Board meetings.
  • Participates in annual site visits to all funded programs for contract monitoring. Oversees the preparation of site visit files that includes contractual and financial information and coordination of financial testing of programs as required by funder. Assist with the development of actions plans if any program or financial issues are identified at these visits. Review of final site visit reports to Executive Director for approval, distributes final site visit reports to programs.
  • Reviews all contract files yearly.

Professional and Personal Services Contracts

  • Oversees the development of professional services contracts including the bid process and production of contracts.
  • Obtains approval of contracts from Executive and Operations Directors.
  • Oversees management and maintenance of files with Contracts Specialist and Controller.


  • Trains Contracts Specialist team member.
  • Daily supervision of Contracts Specialist.
  • Works with Contracts Specialist to complete individual self-reviews.


  • The employee uses the MIP system in accordance with the rights authorized and approved by the Executive Director and the North Carolina Partnership for Children.
  • Attend DEPC staff meetings and retreats which may include an out of town retreat.
  • Attends the DEPC Executive Committee, Finance and Board Meetings and provides support as needed.
  • Other duties assigned as deemed appropriate by the Operations and /or Executive Director.


  • BA in Business Management or Finance or equivalent combined related experience and education
  • Minimum of 5 to 7 years of budget process and fund accounting, with advanced spreadsheet experience needed
  • Strong financial background required
  • Non-profit experience preferred
  • Supervisory experience

The target hiring salary for this position is $50,000 to $60,000 at this time. DEPC offers a strong, comprehensive benefits package and program for full-time employees.


Down East Partnership for Children has contracted with Capability Company Consulting to support the search process. Please send cover letter, resume, and contact information for three to five professional references to DEPCBudget@CapabilityCompany.com

Applications will be reviewed as they are submitted. Prompt submission is encouraged.