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Contracts Management Specialist 3

2 months ago

Arizona, United States SunSoft Online Full time
**We only consider candidates local to Arizona. No C2C candidates please**


  • Manages all postaward aspects of contracts/grant agreements including Intergovernmental and Interagency Agreements.
  • Ensures the Divisions strategic objectives are achieved by participating in the development of Standard Work.
  • Authorizes payments collects/ reviews required reports prepares grant/contract amendments reviews and enters budgets into the Division s financial system monitors for contract compliance completes subrecipient risk assessments on an annual basis and prepares various reports and correspondence.
  • Coordinates and ensures the quality of the work product and efficiency of procedures.
  • Build effective business relationships with federal state and tribal agencies as well as community partners.
  • The position primarily serves to administer contracts provides training and technical assistance to contractors coordinates and participates in onsite or virtual monitoring throughout the state and ensures required and critical contract documentation is maintained and tracked (e.g. subrecipient forms financial audits insurance documents reports and invoices). Attends required meetings and training.
  • Responsible for the timeliness accuracy and quality of all aspects of the contract work products.
  • Instate travel is required. Coordinate with the Office of Procurement and program staff in the development and execution of contract/grant documents as necessary.
  • Process grant/contract amendments (e.g. contract extensions Scope of Work revisions and contract/grant reimbursement ceiling adjustments etc.) and invoices as necessary. Conduct desk monitoring of contracts/grants including but not limited to ensuring contract/grant compliance with federal and state laws regulations and Department policies and procedures.
  • Review for acceptability of fiscal and programmatic reports insurance and audit documents and fingerprint and central registry as appropriate. Review contractor budgets and work with fiscal staff to track contractor expenditure patterns.
  • Complete all necessary documents and tasks for newly established contracts/grants. Draft Demands for Assurance/Letters of Concern correspondence as requested.
  • Coordinate onsite or virtual grant/contract Compliance Reviews of contractors throughout the state.
  • Conduct administrative and fiscal components of the compliance review.
  • Assist in the programmatic component of compliance review when requested.
  • Prepare and distribute the monitoring report. Instate travel. Contact with vulnerable adults. Upon request and in coordination with the program fiscal and other staff (as necessary) provide contract/grant related training to contractors.
  • Provide timely appropriate and professional technical assistance.
  • Document the technical assistance process/outcomes and take appropriate action as warranted by the situation. Ensure accurate contractual related information is captured in the data tracking systems.
  • Maintain current and complete contract files. Ensure critical activities and issues are documented in contract files.
  • Communicate with providers when corrections are required to ensure documentation is in compliance.
  • Complete an annual risk assessment and evaluation for each contract/grant agreement including subrecipient information and fact sheets. Manage division assigned contracting and grant efforts that impact services statewide.
  • Carry out a variety of contract/grant related tasks. Administer contracts/grants in compliance with applicable contracting laws regulations policies and procedures.
  • Initiate and/or review contract/grant documents for completeness. In collaboration with the program staff prepare and review Corrective Improvement Plans (CIP). Track contractor responses to CIP and items within the report of findings. Work with the program staff to ensure timely distribution of responses.
  • Ensure uptodate information is documented in the monitoring tracking system.
  • Participate in the formulation and execution of Division Standard Work.
  • Participate in analyzing and evaluating work procedures for the unit.
  • Other duties as assigned as related to the position (typically 5% 10%)
Experience Required: at least 2 years

Education Required:
Prefer a Bachelors degree in business or public administration management finance or other related field and 1 year of contract management experience which includes preparing professional level documents and analyzing numerical/financial data; OR 3 years of contract management experience which includes preparing professional level documents and analyzing numerical/financial data.

Additional Information: Level 1 AZ Fingerprint Clearance Card issued pursuant to Arizona Revised Statute 41 2758.07 ARS 411969 Information technology personnel and DCS employees and contractors with access to federal tax information; ARS 411758.07 fingerprint clearance card; definition; A.R.S. 8804 Central registry; notification; definition; A.R.S. 46459 Adult protective services registry; Arizona Administrative Code R210207.12 Statewide Motor Vehicle Safety Policy; DES 10726 & DESArizona Administrative Code


Bachelor\'s Degree

Education

Bachelor's Degree