Under the direction of the Contract Management Director, the Contract Management Specialist II will prepare, review, monitor or maintain contracts and agreements to ensure compliance with applicable rules, regulations, agency, and external standards. Serve in an administrative capacity for all contract matters. Assist the director in developing and executing Porter-Leath’s compliance plan, and take a lead role in the day to day execution of contract reviews. Provide value-added advice and support to programs on the creation or modification of policies, procedures, processes, or services to ensure an appropriate level of internal control and compliance is maintained.
A Bachelor’s degree in Business, Accounting, or Finance is required.
Minimum three years of prior experience conducting audits, compliance, and/or performance and quality improvement activities preferably in a non-profit organization is required.
Head Start/EHS knowledge preferred.
Experience working in a non-profit is preferred.
This position does not include any supervisory responsibilities.
Essential Job Functions
Participate in opening meetings with program staff to explain the scope and objectives of the review and provide an overview of all steps in the review process.
Review, maintain and monitor contracts and agreements. Ensure contract compliance with agency policies and procedures and other terms and conditions.
Evaluate the adequacy of process design and the effectiveness of controls in contract requirements. Identify and document control and process weaknesses and provide evidential support for findings.
Propose practical and value-added recommendations to address control weakness and/or process inefficiencies.
Develop and prepare performance specifications for each major agreements.
Organize and monitoring tools for review by the Manager.
Review and ensure contractor compliance with applicable licensing regulations.
Participate in closing meetings with site staff at the end of fieldwork, providing clear expectations for identified issues.
Participate in the development of policies and procedures. Make recommendations for change and improvements to existing standards and procedures.
Assist in the preparation of a concise and informative contract review report to effectively communicate the findings and recommendations to the department and senior management.
Contributes to the safeguarding of agency assets and the interests of clients by ensuring that appropriate internal controls are in place and operating effectively.
Develops and maintains effective and professional working relationships with all levels of staff within the agency, including Senior Management. Collaborate with other risk management functions within the agency such as Performance and Quality Improvement (PQI), Securing Our Safety (SOS) Committee, and IT Security.
Perform other duties as assigned by supervisor and agency leadership.
Knowledge, Skills, Abilities:
Understanding of relevant rules, regulations, laws, standards, and codes that the agency must comply with.
Knowledge of principles and practices of research, analysis, and report preparation.
Knowledge of modern office procedures, methods, and equipment including computers
Ability to prepare clear and concise reports.
Ability to monitor multiple contracts and agreements.
Ability to interpret requirements and communicate those requirements to that person who must comply.
Understand and follow oral and written instructions
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Analytical and problem-solving skills to evaluate significant volumes of information and synthesize it into actionable recommendations.
Good project management skills to manage complex projects.
Effective time management skills
Displays awareness of the need for confidentiality in sensitive matters.
Customer service orientation to assist department customers.
Performs essential job functions in an established office environment under normal lighting and climate control tolerance. Regularly required to stand, walk, touch, handle, feel, reach, see hear and speak, and sit. Occasionally lifts and/or moves up to 15 pounds. Specific vision abilities required by this job include close vision and color vision. The noise level in the work environment is usually moderate. This is a non-smoking workplace/smoke-free environment.
Maintains an operable vehicle with valid registration, valid driver’s license, and good driving record with an appropriate level of insurance. Ability to travel from administrative headquarters to all sites regularly.
NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be constructed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.