Contract Specialist

Contract Specialist

Under general supervision, the Contract Specialist manages accounts payable processing, invoicing and billing, financial reporting and analysis, and enforcement of the state and federal fiscal rules and regulations, department policies, and procedures related to contracts for the Department. The Contract Specialist is responsible for managing multiple projects and revolving timelines.

This position does not supervise any employees.

This intermediate level position is responsible for contract administration activities for the Department. Positions at this level of exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures, practices and policies of the work unit.

Job Duties

Contract Management

• Process and manage formal invitations for bids and contracts
• Establish and amend grants, oversee the contract signature process, and ensure that contracts comply with all regulatory requirements, track contract milestones and deliverables
• Develop and update organizational guidelines as needed for contracts and procurements
• In collaboration with the Contract and Procurement Administrator, provide recommendations for department policy changes related to contracts and procurements
• Assist in the development of procedure manual and internal transmittal forms for management of the various contracts and procurements
• Assist the Contract and Procurement Administrator in providing training to department employees on contract workflow and procurement workflow
• Plan, organize, and oversee logistics and contracts for professional development opportunities, including conferences, retreats, meetings

Grant Payments

• Ensure documentation is received from grantees to initiate payments, collect, and track Proof of Funds from grantees, ensure payments are made timely, initiated in the system, tracked in the database, and communicated with the grantee

Grant Database Management

• Maintain and manage the grant database, ensuring accurate and complete data entry for all aspects of contracts, amendments, payments, and reporting

Grantee Support

• Act as liaison between the Department and grantees and their teams, providing timely communications and support
• Serve as liaison with financial aid personnel at institutions of higher education to coordinate direct student scholarship dollars
• Communicate with grant administrators and grantors to resolve issues and detect unrecorded expenditures

Reporting

• Aid in internal and external reporting requests, receivables spreadsheets, state/federal financial reporting, and audit requests as applicable. Reporting for grants may include accounts payable, accounts receivable, reconciliations, and final reporting

Other

• Establish and maintain vendor relationships, including program contacts and grantee fiscal agents
• Ensure compliance with applicable rules, regulations, department, State and Federal procedures
• Work closely with the Contract and Procurement Administrator to ensure alignment and consistency across all contracts for the Department
• Work to provide contracts upon request

Qualifications

Education and Experience

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education: Bachelor's degree from an accredited university or college in accounting, business or related field required

Substitution: Four (4) years of experience in a related field can replace the education requirement of a bachelor's degree

Experience:

• Three (3) years of experience in accounting, finance, or auditing
• Experience managing federal grants
• Experience working in state or local government
• Experience working with accounting technological systems
• Experience managing and administering accounts receivable
• Experience working with CORE and InfoAdvantage Systems

Knowledge of:

• Standard office practices, procedures, software and equipment, including the use of personal computers, telephones, Zoom, and Microsoft Office (Excel, Word, Power Point, Outlook, and Teams)
• State statutes, rules and regulations, policies, procedures, and guidelines
• Federal rules and regulations, policies, procedures, and guidelines

Ability to:

• Work effectively in both independent and team situations
• Use accounting technology systems
• Take the initiative to solve problems in an innovative manner
• Communicate effectively, both written and verbally
• Employ attention to technical detail and accuracy
• Apply time management skills to prioritize work

Physical and Mental Standards (Hybrid Setting)

The physical and mental standards described here are representative of those that must typically be met by employees to perform the essential functions of this class successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequently sit/stand at a desk for extended periods of time
• Frequently move from one area/building to another and sit/stand during the course of a day/week/month for meetings
• Occasionally may push or pull an object
• Frequently use finger dexterity and operate a keyboard
• Regularly lift 10 pounds and occasionally lift 25 pounds
• Frequently use vision to read documents, view computer screens, and see close and distant objects
• Frequently use speech and hearing to engage in conversation, in person, and over the telephone

If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquires to View email address on click.appcast.io

Typical Working Conditions

• The employee typically works in a standard office environment where the noise level is moderate, and the office has controlled temperatures. Works a 40-hour work week, either remotely, hybrid, or in-office, depending on the arrangement met during employment with the supervisor during normal office hours of Monday– Friday 8:00 am – 5:00 pm.
• Job duties may occasionally require working extended hours or hours outside of the regular schedule.

Supplemental Information

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel maybe needed to perform duties outside of their normal responsibilities as needed. The duties, expectations, and actions listed for this role may change at any time with or without notice.

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

The Colorado Department of Higher Education is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resource Director at View email address on click.appcast.io or call View phone number on click.appcast.io.

Notice: The official version of this job description is maintained by the Human Resources Office. This document may not reflect the most current updates in real time.