Administrative Services Manager

Contract Analyst

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.

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.

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.

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.

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.

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…