Grants & Contracts Administration Specialist 2026-02263

 GENERAL DESCRIPTION: 

The Wyoming Department of Workforce Services is seeking a Grants & Contracts Administration Specialist to join the Wyoming Apprenticeship Team. This position combines grant administration, customer service, program coordination, and employer engagement to support the growth of Registered Apprenticeship and Pre-Apprenticeship opportunities across the state.

In this role, you will assist the Apprenticeship Program Lead to manage apprenticeship grants throughout their lifecycle, help businesses and grant recipients navigate program requirements, review applications and payment documentation, maintain program and financial records, and support state and federal reporting. You will also serve as a key point of contact for employers, workforce partners, education providers, and members of the public seeking information about apprenticeship programs and available funding.

This is a great opportunity for someone who enjoys both detailed administrative work and working with people. The ideal candidate is organized, responsive, comfortable managing multiple priorities, and able to explain processes and requirements clearly to customers and partners.

Who We’re Looking For

You may be a strong fit for this position if you:

• Enjoy helping customers understand processes, requirements, and next steps.
• Are comfortable reviewing detailed documentation and identifying missing or inconsistent information.
• Can manage multiple deadlines, applications, records, and follow-up items at the same time.
• Communicate clearly and professionally by phone, email, and in person.
• Are comfortable applying established policies and requirements while recognizing when an unusual situation needs additional review.
• Enjoy a role that combines detailed administrative work with customer service, outreach, and relationship building.
• Can work independently while also collaborating closely with a small team.

Previous experience with Registered Apprenticeship is helpful but is not required. We welcome applicants with transferable experience in areas such as program administration, grants, contracts, customer service, workforce development, business services, compliance, case management, financial documentation, or other administrative roles. Training will be provided on Registered Apprenticeship programs and applicable grant requirements. 

Working for the State of Wyoming offers more than a paycheck. Our total compensation package includes:

• Comprehensive health, dental, and vision insurance
• Paid vacation, sick leave, FMLA, and holidays
• Retirement - Pension and 457B plans that help you build a secure future
• Flexible schedules and work-life balance options
• Meaningful work that makes a difference for Wyoming communities and MUCH MORE!  

Click here for detailed information, or you can watch this short video to learn about our benefit package!

Want to see the full value of your compensation beyond salary?

Explore our Total Compensation Calculator: https://compensationcalculator.wyo.gov

 
Human Resource Contact:  kelly.gayer@wyo.gov


ESSENTIAL FUNCTIONS:  The listed functions are illustrative only and are not intended to describe every function that may be performed at the job level.

Grant & Contract Administration

• Manage apprenticeship grants from application through closeout.
• Review applications and supporting documentation for eligibility, completeness, and accuracy.
• Communicate with applicants and recipients to resolve missing information or discrepancies.
• Review payment requests, invoices, and supporting financial documentation.
• Track awards, expenditures, balances, deadlines, reporting requirements, and deliverables.
• Maintain complete electronic grant records and assist with federal and state reporting.

Program Administration & Coordination

• Respond to program inquiries through email, phone, and other communication channels.
• Develop and update forms, presentations, resource guides, correspondence, outreach materials, and other program resources.
• Coordinate meetings, webinars, training sessions, presentations, events, and other program activities.
• Maintain program records, contact lists, shared files, calendars, and follow-up items.

Employer & Community Engagement

• Serve as a resource for employers and partners interested in Registered Apprenticeship, Pre-Apprenticeship, work-based learning, and available funding.
• Build relationships with employers, workforce centers, education providers, industry associations, government entities, and community organizations.
• Provide introductory technical assistance and connect partners with additional resources or subject-matter experts.
• Participate in presentations, outreach events, and statewide activities, including occasional travel.
• Deliver presentations to employers, community partners, and other stakeholder groups to increase awareness and understanding of Registered Apprenticeship, Pre-Apprenticeship, available grant opportunities, and related program resources. 
• Travels as needed to support team activities, including outreach events, presentations, meetings, trainings, and other program-related activities. 

PREFERENCES:

Preference may be given to applicants with a working knowledge of Registered Apprenticeships, including USDOL standards and workforce development frameworks. Preference may be given to applicants with customer service, technical assistance, and public presentation experience.Preference may be given to applicants with relevant work experience in grants and contracts management.

KNOWLEDGE: 

• Strong computer skills, including typing, Excel, Word, and Google
• Strong communication skills, both written and oral
• Ability to use critical thinking and problem-solving skills
• Attention to detail and ability to shift priorities based on program work needs
• Ability to be flexible based on program needs
• Ability to work with a team and independently
• Knowledge and understanding of effective communication and customer service skills

MINIMUM QUALIFICATIONS:

 Education:Bachelor's Degree (typically in Business)  Experience:0-1 years of progressive work experience (typically in Business)
 OR Education & Experience Substitution:3-4 years of progressive work experience (typically in Business) Certificates, Licenses, Registrations:None

NOTES: 

 

• FLSA: Non-Exempt
• Former State of Wyoming employees who are rehired less than 31 days after their final day in their old agency, must repay all leave payouts.
• The Wyoming Department of Workforce Services (DWS) uses E-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.
• For the Veteran's preference consideration, supporting documentation must accompany your application.
• Offers of employment will be contingent upon the successful completion of a background check.

Click here to view the State of Wyoming Classification and Pay Structure.

Click here to view the State of Wyoming Total Compensation Calculator.

URL: http://agency.governmentjobs.com/wyoming/default.cfm

The State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities.

Class Specifications are subject to change, please refer to the A & I HRD Website to ensure that you have the most recent version.

Human Resource Contact:  kelly.gayer@wyo.gov