What are the responsibilities and job description for the Area Aging Area (AAA) Contract Monitor position at Alamo Area Council of Governments?
Primary Responsibilities
The Contract Monitor is a responsible, non-supervisory position within the Alamo Area Council of Governments (AACOG) Area Agency on Aging (AAA). Duties include ensuring the compliance, performance, and integrity of contracts related to programs and services for the elderly across the 13 counties of the AAA region; Oversee contract execution, ensure adherence to terms and conditions, and facilitate communication between vendors, contractors, and internal departments: Minimize risks and ensure all parties fulfill their obligations as outlined in designated contracts.
Tasks Performed
Assist in evaluating contractor reports, invoices, and other submissions for accuracy and completeness; Monitor contract performance to ensure compliance with contractual terms, conditions, and deliverables; Monitor vendor and contractor performance, ensuring adherence to the scope of work, timelines, and deliverables; Conduct regular audits of contract deliverables, services, and products to ensure quality and compliance with agreed-upon standards; Address and resolve performance issues or discrepancies promptly; Conduct regular site visits or audits to review contractor activities and to verify adherence to agreed-upon standards; Ensure contractors’ staff are properly supervised, possess mandated certifications, and perform required duties; Investigate potential problem areas and recommend resolutions; Identify potential risks associated with contract execution and develop mitigation strategies; and Report non-compliance or contract violations to appropriate internal stakeholders and recommend corrective actions.
Essential Functions
Serve as the primary point of contact between the organization and vendors/contractors; Maintain organized records of contract documents, amendments, and correspondence in accordance with organizational policies; Prepare and submit monitoring reports summarizing contractor performance and compliance issues; Track contract deadlines, deliverables, and financial obligations to ensure timely completion. Facilitate effective communication between internal departments, that included and not limited to Health and Human Services Commission contract monitoring, procurement, legal, finance, and project management; Provide regular updates and reports to senior management and the coordinator on contract status and performance; Support the creation of templates and checklists to standardize contract monitoring efforts; Maintain accurate and up-to-date records of all contracts, amendments, and correspondence; Prepare and submit detailed reports on contractor performance, including any instances of contract term violations and corrective actions taken; Assist in the preparation of RFPs, contract proposals, and other related documents as needed; Analyze contract management processes and suggest improvements to enhance efficiency and effectiveness; Stay updated on industry best practices, legal requirements, and emerging trends in contract management; Participate in training and professional development opportunities; Drive an automotive vehicle to and from work sites for inspections and meetings within the AAA region; Assist the department in preparing audit responses and resolutions to audit reports from external and internal entities; Perform other work-related duties as assigned.
