Administrative Services Manager

Job Description

Job Description

37.5 hours per week; hybrid schedule anticipated (1 day in office, 4 days remote per week).
Caspio, Excel, SharePoint or shared drives, Microsoft Office, and applicable State contract templates and tracking tools.

Position Summary
The Contract Analyst supports CEDEP and BGM by coordinating contract requests from intake through execution, maintaining accurate contract records, tracking procurement and renewal timelines, reviewing invoices, and supporting audit-ready contract documentation. The position works closely with program staff, fiscal, legal, procurement, and leadership stakeholders to move contracts and invoices through review efficiently and in compliance with applicable requirements.

Key Responsibilities
Contract planning and intake
Purpose: Ensure contract requests are complete, allowable, properly scoped, and planned early enough to prevent service gaps.
Receive and triage contract requests from program staff; confirm service need, period of performance, funding source, and required timeline.
Develop or support development of scopes of service and ensure alignment with program intent, grant or appropriation allowability, and state contracting requirements.
Prepare or validate contract budgets, including maximum liability, line-item structure, and required budget attachments.
Identify the appropriate contract pathway, including new contract, renewal, amendment, termination, or closeout.
Plan backward from deadlines to keep contract work moving and prevent gaps in service.

Competitive Procurement Management
Purpose: Support competitive procurement integrity and timely completion of RFA, RFGP, and related requirements.
Determine whether procurement must be competitive and coordinate early with the appropriate procurement or competitive coordinator.
Support development of competitive documents and packages using approved templates, required scoring structure, and attachment standards.
Manage competitive timelines and logistics, including schedule-of-events coordination, required postings, evaluator coordination when applicable, and timely submission of required forms.
Ensure required forms, attachment consistency, documentation standards, and other competitive integrity steps are completed.

Caspio Contract Tracking and Workflow Management
Purpose: Maintain accurate, current contract records and use Caspio to actively manage work across the contract lifecycle.
Use Caspio daily to initiate, route, and track new contracts, renewals, amendments, and related contract actions.
Create and maintain contract records with complete and accurate required fields, including identifiers, vendor, term dates, maximum liability, funding source, competitive status, and milestones.
Monitor workflow and status stages, respond to send-back items, correct documentation, and resubmit packages promptly.
Use Caspio reporting views to identify expiring contracts, prioritize renewals, and track open requests by workflow stage.

Invoice Review, Payment Processing, And Monitoring
Purpose: Support timely payment while ensuring invoices align with contract terms, budgets, deliverables, and documentation requirements.
Review contract invoices for accuracy, alignment with contract terms and budget, required documentation, and deliverable requirements.
Ensure invoices are properly stamped, reviewed, accurately coded, and routed for payment within five business days of receiving the invoice and required support.
Track invoice status using Caspio and follow up on invoices stalled in workflow.
Maintain monitoring files or Caspio/Excel reports to track cumulative spend, remaining balances, invoicing cadence, late invoices, contract end-date risk, renewal status, and issues requiring corrective action.
Identify and elevate risks early, including late invoicing, documentation gaps, overspend risk, and end-date risk, with recommended corrective actions.

Program Support, Stakeholder Coordination, and Recordkeeping
Purpose: Provide hands-on contract support and maintain audit-ready files across the contract lifecycle.
Assist program staff with contract development and submissions by providing templates, guidance, and hands-on coordination from draft through execution.
Coordinate across program, fiscal, legal, procurement, and leadership stakeholders to move contracts through review efficiently.
Provide routine status updates to program leadership on contract progress, execution timelines, and invoice/payment status.
Maintain organized contract files, including competitive documentation, drafts, approvals, executed agreements, amendments, invoice support, and related records consistent with retention requirements.

Preferred Qualifications
Experience with contract development, procurement coordination, invoice review, contract monitoring, or fiscal administration.
Experience using Excel trackers, SharePoint, or similar tracking systems to manage deadlines and documentation.
Ability to interpret contract requirements, budgets, scopes of service, and invoice support documentation.
Strong attention to detail and ability to maintain audit-ready records.
Strong written and verbal communication skills, including the ability to communicate clearly with internal teams, external partners, and leadership.
Strong Microsoft Office skills, including Excel, Outlook, Word, and PowerPoint.
Ability to manage multiple priorities, track deadlines, follow up consistently, and maintain accurate records.
Ability to work independently, exercise sound judgment, and complete assignments with minimal revision.
Experience using databases, tracking tools, SharePoint, or similar systems to manage work and documentation.