Contract Management Coordinator - Health and Human Services

Job Summary

This position is responsible for the multifaceted work related to contract management for the Health and Human Services (HHS) division of the county. It negotiates, writes, monitors, manages, and evaluates contracts made on behalf of the HHS division, ensuring compliance with state statute and county policy and limiting the county's liability when procuring goods and services.

• Understand and assist in planning for service needs/gaps; gather requirements to write and develop Request for Proposals (RFP), Request for Information (RFI), and Request for Quotes (RFQ) for the division’s projects.
• Facilitate RFP/RFI/RFQ and bid processes from start to finish.
• Lead vendor and departmental communication during the RFP/RFI/RFQ and bid process.
• Negotiate and draft favorable terms and conditions for HHS contracts, including cost and scope of services, and draft Request for Board Actions (RBAs) per county policy.
• Review proposals/contracts for quality assurance and control, and ensure compliance with State Aid, Federal Funding, State Bonding, and special funding or grant requirements.
• Provide contract management including compliance with terms, billing, invoicing, and dispute resolution.
• Ensure compliance with Minnesota Department of Human Services (MN DHS) and Minnesota Department of Health (MDH) requirements.
• Collaborate with the legal department and county risk management to review contracts and keep contract and agreement templates up to date.
• Assist with the grant process, both internal and external.
• Provide technical assistance to vendors regarding contract questions, expectations, issues, and legislative updates.
• Manage vendor relationships; research and maintain awareness of cooperative contracts and State of Minnesota contract lead.
• Investigate, coordinate, and respond to data information requests and auditor requests regarding contracts and procurement.
• Assist in planning and developing outcomes‑based measures for programs and services, facilitating discussions with staff to identify appropriate measures and data sources.
• Obtain, analyze, and oversee the collection of performance data for department, state, and federal reports.
• Keep contract templates and Procurement/Contracting Guidelines current and inform procurement staff of changes.
• Coordinate with legal and insurance providers on claims that become lawsuits.
• Work required days and hours to perform all assigned responsibilities.
• Be available during regular business hours or shifts to communicate with employees, supervisors, customers, vendors, and other stakeholders.
• Perform other related duties as required or assigned.

• Equivalency of a Bachelor’s Degree in Business Administration or a related field and four years’ experience working with contracts, service agreements, negotiations, or related.
• A reliable means of transportation is required for the performance of work responsibilities.

• Experience with contract management, vendor management, financial analysis, and/or planning.

The employee reports to the Business Operations Manager of HHS and works independently with considerable latitude for judgment. Fiscal and process planning are conducted within state statutes, rules, and county policies. Project assignments are given orally and/or in writing, and work is reviewed through conferences, written reports, and assessment of objectives achieved.

• Customer Service – delivering respectful, responsive, solution‑oriented government services.
• Communication – clear articulation of actions and reasons.
• Collaboration – works with community partners to avoid duplication and align services.
• Stewardship – proactively invests guided by resident input.
• Empowerment – affirms strengths and promotes self‑reliance.
• Resiliency – fosters preparedness and responds to emergencies.
• Innovation – takes informed risks and learns from successes and failures.
• Knowledge of contract services and grants administration.
• Knowledge of Microsoft applications.
• Knowledge of federal, state, and county laws, rules, and regulations.
• Knowledge of negotiating and resolving contract issues.
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