Contract Management Specilaist 3

Job Description

Position Description:

• Manages all post-award aspects of contracts/grant agreements, including Intergovernmental and Interagency Agreements.
• Ensures the Division's strategic objectives are achieved by participating in the development of Standard Work.
• Authorizes payments, collects/ reviews required reports, prepares grant/contract amendments, reviews and enters budgets into the Division’s financial system, monitors for contract compliance, completes sub-recipient risk assessments on an annual basis, and prepares various reports and correspondence.
• Coordinates and ensures the quality of the work product and efficiency of procedures.
• Build effective business relationships with federal, state and tribal agencies as well as community partners.
• The position primarily serves to administer contracts, provides training and technical assistance to contractors, coordinates and participates in on-site or virtual monitoring throughout the state, and ensures required and critical contract documentation is maintained and tracked (e.g., sub-recipient forms, financial audits, insurance documents, reports, and invoices). Attends required meetings and training.
• Responsible for the timeliness, accuracy and quality of all aspects of the contract work products.
• In-state travel is required. Coordinate with the Office of Procurement and program staff in the development and execution of contract/grant documents as necessary.
• Process grant/contract amendments (e.g. contract extensions, Scope of Work revisions, and contract/grant reimbursement ceiling adjustments, etc.) and invoices as necessary. Conduct desk monitoring of contracts/grants, including but not limited to ensuring contract/grant compliance with federal and state laws, regulations and Department policies and procedures.
• Review for acceptability of fiscal and programmatic reports, insurance and audit documents, and fingerprint and central registry as appropriate. Review contractor budgets and work with fiscal staff to track contractor expenditure patterns.
• Complete all necessary documents and tasks for newly established contracts/grants. Draft Demands for Assurance/Letters of Concern correspondence as requested.
• Coordinate on-site or virtual grant/contract Compliance Reviews of contractors throughout the state.
• Conduct administrative and fiscal components of the compliance review.
• Assist in the programmatic component of compliance review when requested.
• Prepare and distribute the monitoring report. In-state travel. Contact with vulnerable adults. Upon request, and in coordination with the program, fiscal, and other staff (as necessary), provide contract/grant related training to contractors.
• Provide timely, appropriate, and professional technical assistance.
• Document the technical assistance process/outcomes and take appropriate action as warranted by the situation. Ensure accurate contractual related information is captured in the data tracking systems.
• Maintain current and complete contract files. Ensure critical activities and issues are documented in contract files.
• Communicate with providers when corrections are required to ensure documentation is in compliance.
• Complete an annual risk assessment and evaluation for each contract/grant agreement, including sub-recipient information and fact sheets. Manage division assigned contracting and grant efforts that impact services statewide.
• Carry out a variety of contract/grant related tasks. Administer contracts/grants in compliance with applicable contracting laws, regulations, policies and procedures.
• Initiate and/or review contract/grant documents for completeness. In collaboration with the program staff, prepare and review Corrective Improvement Plans (CIP). Track contractor responses to CIP and items within the report of findings. Work with the program staff to ensure timely distribution of responses.
• Ensure up-to-date information is documented in the monitoring tracking system.
• Participate in the formulation and execution of Division Standard Work.
• Participate in analyzing and evaluating work procedures for the unit.
• Other duties as assigned as related to the position (typically 5% - 10%)
  
  

Experience Required: at least 2 years

Education Required:

Prefer a Bachelor's degree in business or public administration, management, finance or other related field and 1 year of contract management experience which includes preparing professional level documents and analyzing numerical/financial data; OR 3 years of contract management experience which includes preparing professional level documents and analyzing numerical/financial data.