Contract Administrator III

Division Contracts And Purchasing Administrator And Contract Monitoring Lead

Weekly hybrid working arrangements

Minimum 2 days in office and maximum 3 days remote work

This position is a permanent, full-time position that serves as a Division Contracts and Purchasing Administrator and Contract Monitoring Lead. This position performs a full range of financial, contractual, budgetary, and analysis services to the Division, which includes writing and revising scopes of work (SOW) that accurately reflect program workplans, compiling and routing full contract package, providing consultation and guidance to program staff to ensure understanding and adherence to federal and state requirements, assisting with the development of standards, guidance and tools to support SOW creation, coordinating with finance team members, program staff and departmental contracts and purchasing staff to efficiently and effectively process contracts and purchase orders in a timely manner. Position makes recommendations to the DYS Finance Director, Budget Analysts, and Program Managers to support complete and appropriate utilization of funds in contracts. This position creates and maintains assigned tracking spreadsheets, send executed contracts and purchases orders to vendors, create and perform entry into assigned databases, draft correspondence, maintain electronic files, and serve as a Contract and Purchasing division specialist. This position performs a set of documented planned, ongoing and periodic activities to determine whether the contractor (contractor, vendor, or subrecipient) is in fiscal compliance with commitment document agreement terms and conditions and all applicable laws and regulations. The position must maintain current knowledge of department contract monitoring policy and guidance, and the laws, rules, and policies associated with procurement and contracting. This position works closely with program staff to train, support, monitor and document programmatic contract monitoring efforts and practices, and makes recommendations to responsible program staff to improve programmatic contract monitoring practices and documentation.

Contracts and Purchasing: Independently draft contracts, amendments, and renewals in accordance with the department's Procurement and Contracts Section contracts and procurement standards, including the use of standard contract templates. Ensure complete and appropriate contract packages that adhere to Fiscal rules, Procurement rules, State Statutes, department policies and guidance and division reporting and confidentiality requirements. Identify and resolve contractual and/or budgetary discrepancies. Analyze, evaluate and recommend solutions and/or reallocation of funds as appropriate. Independently work with and support Division program staff by providing consultation and guidance on when personal services purchase agreements are needed and type of agreement to be initiated: purchase order, contract, contract amendment, or contract renewal letter/option letter. Collaborate with budget analysts to provide all programs with technical guidance in purchasing, contract drafting, and contract management. Receive and review purchasing and contracting documents from program staff to ensure the documents adhere to the State fiscal/procurement rules, CDHS policies and the funder's or legislative intent. Maintain current knowledge and proficiency in all applicable state, federal, and department rules, regulations, policies and procedures and act as a resource and guide to Division staff. Guide program staff on all contracting solutions that meet the program's needs and conform to all applicable requirements. Review applicable documents and actions to ensure compliance with applicable rules and regulations. Maintain, enter, and record entries into the following State systems to ensure compliance: eClearance, Contract Management System (CMS), and the department's electronic signature system for contracts. Independently evaluate documents submitted by program staff for completeness and accuracy to process requests in an efficient and effective manner. Obtain program approval for final document and route through Department systems and approval process for execution. Prepare and assemble internal and external routing forms, Personal Service Certification forms and justifications as appropriate, monitor contract status throughout approval process. Carry out procedures for notification to division vendors and programs of fully executed contracts and purchase orders. Participation in department work groups on procurement/contracting and attendance of all department-offered contracting and procurement training.

Scope of Work Development: Serve as a Scope of Work (SOW) specialist and work plan liaison to division program staff by providing technical assistance, consultation and guidance from conception to execution of personal services purchase agreements. Perform relevant quality assurance reviews, such as analysis of the sequence and schedule of proposed deliverables, program objectives and available data to verify the actual SOW/work plan is adequately described; evaluation of the stated performance controls to ensure there is a reliable basis for verifying service deliverables; assure the financial documentation required is adequate to ensure costs are adequately reflected. Advise, educate and support program staff to ensure understanding and compliance with proper procedure and timeframes needed to successfully develop a strong and legally binding SOW. Formulates, recommends, develops, and reviews scopes of work and works with program staff to ensure SOW language is within fiscal guidelines, state and Department rules and confidentiality requirements. Ensures adequate description of deliverables and timelines are included in the SOW. Perform negotiations with program and/or contractors, as necessary and when required, to establish the SOW and the budget for funded projects. Obtain program approval for final document and route for processing.

Contract Monitoring Lead: Position establish and document DYS contract monitoring guidance. Position works with program staff with oversight of contracts to ensure that DYS contract monitoring practices are completed on every contract which include: assessing compliance with DYS and CDHS contract monitoring standards, programmatic provisions, and addressing contractor performance issues. This position ensures that DYS contracts are appropriately monitored to the deliverables, timelines, quality, budget, and business relations detailed in the agreement and that contract monitoring activities in DYS adhere to DYS and department standards, and other applicable laws and regulations for all contracts by conducting training, providing technical assistance, and maintaining appropriate contract monitoring documentation for all DYS contracts. The position delivers trainings to the program manager responsible for each contract to ensure that the following key monitoring tasks are performed for each contract in accordance with the work and timelines specified in the scope of work:

• Develop and maintain communication plan with current contact information for the monitoring team
• Monitor contract according to financial and program risk ratings. Ensure file has documentation for risk ratings assigned to contractors
• Coordinate and conduct post award meetings with each contractor and/or vendor to communicate agreement expectations; department point of contacts; methods of monitoring and evaluation; etc.
• Follow documentation and tracking procedures for logging communications and deliverables.
• Duties for assessing contractor compliance with DYS and CDHS standards and other contractual provisions include:
• Requesting and receiving ongoing performance data from contractors;
• Analyzing data and reports to detect potential areas of noncompliance;
• Coordinating with program staff to ensure logging and documenting all performance-related communication to contractors and their responses; and,
• Making overall assessment of contractor programmatic performance, consistent with the Contract Monitoring Program guidelines.
• Monitor contract budget through invoice reviews and regular reconciliations between program staff, fiscal staff and contractor.
• Plan, schedule, and conduct site visits, utilizing program/division/department standardized approaches including examine records, interviews of key contractor staff, and direct observation of performance. Document and save site visit notifications, agenda, report and/or notes.
• Ongoing analysis of process and outcome data submitted to observe contractor performance. Duties for addressing contractor performance issues include:
• Highlighting any fiscal and/or program areas that are assessed as below standard as a result of site visits or other monitoring activities;
• Conveying these areas to contractors in a timely manner, and documenting all requests and outcomes;
• For areas that continue to show evidence of noncompliance after having been discussed with contractors, develop a written Performance Improvement Plan consistent with department and program guidelines;
• When warranted, follow contract cancellation or nonrenewal provisions in contracts to prevent misuse of funds or harm to clients.
• Organize, schedule, conduct and document contractor performance evaluations in compliance with DYS and CDHS contract monitoring standards
• Contract close-out responsibilities include receiving all deliverables and final invoice, completing final performance evaluation, and ensuring contract file is complete before final payment.

If contract compliance issues are identified, the position confers with the program staff and supervisor to identify appropriate follow up actions, which may include a performance improvement plan or initiation of contract cancellation. The position remains current on contractor compliance, and communicates the need for escalated action when deemed necessary. The position is required to stay up to date on CDHS contract monitoring standards through ongoing participation in training and education opportunities.

Division Procurement functions: Solicitation design, evaluation, monitoring: Designs, solicits, evaluates, negotiates, and awards to vendors specific orders for goods or services. Assure appropriate procurement rules have been followed by leading program personnel in development of RFPs, Doc Quotes, IFB's and purchase orders. Support program staff in other procurement methods such as doc quotes or IFBS. Evaluate appropriate procurement method by doing financial forecast of total expense including life of the project. Review solicitation statement pricing methods including any application of overhead, profit, and/or indirect costs

Other duties as assigned

You are required to work at your assigned work location during your scheduled work times.

Applicants must meet the minimum qualifications listed below to continue in the selection process for this position. Work experience must be specifically documented on your application. Do not use "see resume" or "see attached" statements on your application.

Minimum Qualifications:

Experience Only