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.

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

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 Info Advantage 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…