Contract Administrator Specialist
4 weeks ago
Title - Contract Administrator specialist (Docusign)
Hybrid role, candidate MUST be local to Metro Atlanta
Overview
Within the new Office of Contract Administration (OCA), each team will include Contract Admin Specialists (CAS). The CAS will be responsible for utilizing the newly implemented contract management system to verify compliance with all required administrative components of proposed contracts. Compliance components the CAS will be responsible for reviewing and validating include the following(depending on the nature of the contract):
- Validation of approval by appropriate budget office;
- Inclusion & validation of System for Award Management (SAM) verification (if applicable);
- Inclusion & validation of registration/compliance with the Secretary of State verification (if applicable);
- Inclusion & validation of current Certification of Insurance that meets the minimum insurance policy coverage limits;
- Inclusion & validation of current notarized Security and Immigration Affidavit (E-Verify Form);
- Inclusion of completed Pre-Award Risk Assessment or OIG Financial Review;
- Inclusion of W-9 Form;
- Inclusion & validation of Tax Compliance Form and clearance from the Georgia Department of Revenue;
- Inclusion & validation of current Corporate Resolution;
- Validation of authorized signer and approver information;
- Validation of V5 information submitted;
- Confirmation of Vendor Enrollment or Validation by OFS; and,
- Utilization of accurate data for requisition creation (to be completed by the CAS).
If corrections are needed to any of the administrative compliance components, the CAS will be responsible for communicating those changes to requesting office representative(s) within the system and tracking those updates until the contract is fully cleared to advance to subsequent stages of the process.
Additionally, for executed contracts that will have invoices paid by the DHS Accounts Payable team, the CAS will be responsible for creating the requisition for the contract within TeamWorks. All information needed for requisition creation will be provided and verified at previous stages of the contracting process. If all required administrative components were submitted by the requesting office initially, the requisition creation can be completed immediately after validating all components. If there are components that need to be addressed (apart from funding anomalies), the requisition can be created while those components are being rectified by the requesting office and/or vendor to allow the contract to continue to advance once fully validated.
Once the contract advances, the CAS will be responsible for tracking the contract to ensure any required additional reviews (internal or external) are completed and documented in the system and that the contract is cleared to be routed for signature.
The CAS will be responsible for completing similar tasks to facilitate the processing of amendments, extensions, or renewals during the life or end term of contracts, if applicable.
The Contract Administrator (CAS) Job Responsibilities and Duties
- Prepare and review supporting documentation for contract.
- Ensure supporting documents are complete and compliant.
- Coordinate with legal and compliance departments when necessary.
- Maintain an organized system of physical and digital records.
- Perform other Contract Administration Job Requirements
Qualifications for CAS
- Minimum 1 year experience as a contract administrator or in a related role.
- Bachelor’s Degree in business administration, additional qualifications in law a plus.
- Familiarity with business, finance, and accounting terminology.
- Customer service skills.
- Attention to detail.
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