Contract Documentation Specialist III

Contract Documentation Specialist III

Position Title: Contract Documentation Specialist III

Number of Positions Needed: 1

Length of Contract: One year with possible extensions

Location/Site: Lake County

Remote, 100% Onsite, or Hybrid Onsite Schedule: Hybrid Onsite Schedule

Top skills, experience or education required for this position:

• Bachelor's Degree with a minimum of 1 year of relevant experience or High School diploma or equivalent with minimum of 5 years relevant experience.
• Must be able to use critical thinking skills to work independently under minimal direction to evaluate, manage, & prioritize responsibilities. Strong understanding of the overall Global Clinical Study process is preferred.
• Must be proficient in computer skills including MS Office with ability to learn new software/technology quickly. Strong knowledge of standard business procedures including contracting, finance, and budgeting.
• Can operate in a very fast paced and changing environment, with the ability to pivot from task to task in a calm, effective and efficient manner.
• Ability to effectively communicate (verbally and written) with internal and external stakeholders.

Duties:

• Responsible for maintaining essential contract documents/data in the contract database to be in compliance with Corp. Purchasing, Finance, & OEC Compliance policies.
• Must be able to use critical thinking skills to work independently under minimal direction from management to evaluate, manage, & prioritize contract processing tasks from pre-negotiated contracts through completion.
• Work with Clinical teams, Clinical Analysts, appropriate departmental team members & resources, and functional areas to maintain the flow of Purchase Order Payment Requests using the designated invoice screening/tracker database, and systems.
• Maintain payments and historical entry in database to allow for accurate reporting.
• Interpretation of clinical contracts and payment terms is required.

Core Job Responsibilities:

• Responsible for compliance with applicable Corporate & Divisional Policies & procedures.
• Responsible for the audit and financial reconciliation of clinical study trial vendor contracts utilizing various financial systems to summarize and consolidate payment history.
• Performs ongoing contract entry for all executed contracts.
• Primary interface with Clinical teams and other functional groups for payment-related activities. Assisting in the identification of payment discrepancies and propose resolutions and strategies to avoid them in the future.
• Coordinate payment timelines between Payment Specialists and other functional areas.
• Uses available databases and resources related to EDC database(s) in order to set-up payments in departmental database / system; May enter contract data into departmental database / system.
• Communicate status to management including proposing recommendations for issue resolution.
• Responsible for producing accurate and high-quality payments and reports in a timely manner.
• Investigate and resolve issues that arise independently or with minimal oversight.
• Coordinate clinical trial payments ensuring payments are properly processed within specified timelines including timely distribution of incoming invoices and tracking into appropriate databases.
• Provides guidance/information & answers to technical & non-technical questions regarding contracting process.

Position Scope: Requisition processing of vendor agreements and Clinical Study Agreements (CSA) into contracting database, including a solid understanding of any auditable documentation needed for payment processing. Recognize & resolve vendor management issues to maintain system integrity (e.g., wrong supplier chosen by requisitioner). Processing of monthly electronic data capture (EDC) invoices for CSAs operating in trials. Verification of patient activity performed for each agreement when processing invoices. Independently investigate and resolve clinical trial vendor or site payment disputes.

Qualifications:

• High School diploma or equivalent with minimum of 5 years relevant experience or an Associate's Degree with 2 years relevant experience or a Bachelor's Degree with a minimum of 1 year of relevant experience.
• Strong math, communication skills and experience with MS Excel and database entry necessary. Prefer experience in clinical research, Finance, Outsourcing, Accounts Payable, or equivalent.
• Strong knowledge of standard business procedures including contracting, finance, and budgeting.
• Exercise appropriate judgment when prioritizing work tasks; Demonstrated ability to successfully manage projects to completion consistent with stated turn-around times and / or deadlines. Demonstrates analytical and critical thinking skills.
• Operates independently and with minimal oversight.
• Strong understanding of the overall Global Clinical Study process is preferred; Demonstrates developing knowledge of a clinical study protocol and ability to translate it into contractual payment terms.
• Must be proficient in computer skills including Microsoft Office and have the ability to learn new software/technology quickly; knowledge of systems and procedures (i.e. SAP, RAVE Electronic Data Capture, MIDAS, Quantum, Qlik, COMPASS etc.), including a thorough understanding of the payments process and systems is preferred.
• Must have attention to detail and the ability to recognize and work with manager to resolve computational and contractual errors in contracts and invoices.
• Well-developed communication skills and effective interaction with professionals, external sites, and vendors.

EEO: "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."