Contract Manager Specialist

Contract Manager Specialist

This is a highly responsible position composing, coordinating, controlling, executing, and monitoring contractual agreements for the Department of Children and Families, Office of Community Services. As a contract manager, this position will enforce the terms and conditions of all assigned contracts and serve as a liaison between the DCF and providers, as well other agencies and program offices. The incumbent must have knowledge of contract governance, contract language, and the contract life cycle.

Effective communication, interpersonal skills, and attention to detail are required.

Specific duties and responsibilities include:

• Managing assigned contracts to include the oversight and enforcement of contract terms and conditions, the execution of necessary contractual amendments and budget revisions, and the review and approval of contract invoices in compliance with grant obligation and liquidation periods.
• Entering and tracking contract expenditures using program office automated and financial systems.
• Analyzing contract specific issues related to provider programmatic (deliverables and performance standards or measures) and expenditure rate and providing analysis to management and assigned providers at least quarterly.
• Collecting and reviewing required contract related documents for accuracy and completeness from assigned providers.
• Maintaining accurate and up-to-date contract file containing the required contract related documents.
• Communicating with assigned contract providers on a frequent basis and in a professional manner to resolve programmatic performance, expenditures, service delivery, data entry or any other assigned issue.
• Documenting such communication via email, letter, or telephone log that is maintained in the contract file.
• Conducting site visits at least once annually for each assigned contract to ensure service delivery according to section 402.7305 (3) (d), F.S.
• Facilitating the development of processes, and routes for review all contract documents, including but not limited to contract 1121s, EOG approvals, attestation Memo's, and appropriate approvals for contracts in excess of $1 million for all assigned contracts using the required Departmental clauses and format; funding allocations, spelling, grammar and punctuation, etc., and making the necessary revisions throughout the approval process and over the course of the contract year or cycle.
• Completing all activities associated with the final execution of assigned contracts within the required designated time frames.
• Preparing documents for negotiation purposes between the Department and provider staff, for assigned contracts.
• Participating in the contract negotiation including but not limited to service tasks, task limits, contract limits, deliverables, number of service units, financial consequences, performance standards, method of payment, line-item budgets, and unit rates as necessary and in the best interest of the Department.
• Drafting pre-negotiation memo for management review and recommendation.
• Participating in service teams or work group activities as assigned, including procurement activities.
• Coordinating the planning of monitoring with other Department staff, for assigned contracts.
• Maintaining knowledge of operations and policies in the OCS Program Office as administered by the Department.
• Maintaining current and detailed knowledge about the laws and regulations affecting the Department.
• Completing required training and seeking opportunities for professional development and accepting or volunteering for special learning and development activities.
• Providing oversight of contracted grant managers, ensuring accountability for all assigned duties including timely and accurate reporting, invoicing, and contract management activities; monitoring performance and compliance with Department standards, grant requirements, and applicable state and federal regulations.
• Performing other duties as assigned.

Knowledge, skills and abilities required for the position include:

• Knowledge of principles and processes involved in business and organizational planning, coordination, and execution.
• Knowledge of computer software including applications.
• Ability to determine work priorities and ensure proper completion of work assignments.
• Ability to communicate effectively verbally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to formulate policies and procedures.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to organize data into logical format for presentation in reports, documents, and other materials.
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document work assignments and other activities relating to the improvement of operational practices.
• Ability to work independently.
• Ability to solve problems and make decisions.
• Proficiency with all Microsoft Office products, especially Word,…