Contract Speciaist

Contract Specialist

Summary: The Contract Specialist is responsible for managing and overseeing the organization's contracts and billing processes, ensuring accuracy, efficiency, and compliance with relevant regulations and policies. The successful candidate will have strong attention to detail, excellent organizational skills, and the ability to work independently and collaboratively with cross-functional teams.

Primary Job Responsibilities:

1. Review, draft, and negotiate contracts with internal/external partners ensuring compliance with organizational policies and applicable laws and regulations.
2. Maintain an organized and up-to-date contract database, ensuring all contracts are properly executed, stored, and easily accessible for reference.
3. Collaborate with internal/external partners to resolve any contract-related issues or discrepancies.
4. Process invoices and billing statements ensuring accurate and timely delivery.
5. Review and reconcile billing accounts, identifying and resolving any discrepancies or errors.
6. Monitor accounts receivable and follow up on outstanding payments, working with internal/external partners to resolve any billing disputes or issues.
7. Collaborate with the accounting team to ensure accurate revenue recognition and financial reporting.
8. Provide support during internal and external audits, ensuring all contract and billing documentation is readily available and compliant with relevant policies and regulations.
9. Continuously evaluate and improve contract and billing processes, identifying opportunities for increased efficiency and accuracy.
10. Stay up to date on industry best practices, trends, and regulations related to contracts and billing, and implement any necessary changes to maintain compliance and competitiveness.

Reports to: Contracts and Compliance Manager

Qualifications:

1. Bachelor’s degree in business administration, Finance, Accounting, or a related field.
2. Minimum of 3 years of experience in contract management and billing, preferably within the specific industry of the organization.
3. Strong understanding of contract terms, legal requirements, and billing processes.
4. Excellent attention to detail and accuracy.
5. Strong organizational and time management skills, with the ability to manage multiple tasks and meet deadlines.
6. Excellent communication skills, both written and verbal, with the ability to effectively collaborate with cross-functional teams.
7. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and contract management or billing software.
8. Knowledge of industry-specific regulations and best practices related to contracts and billing is a plus.

Preferred Qualifications:

1. Experience using M.I.P. Fund Accounting system is a plus but not required.
2. Knowledge of non-profit billing is a plus but not required.
3. Administrative experience in a non-profit environment, including experience developing timelines, contract and grant administration, and research.
4. Experience working with proposals and grant award management or financial management, including federal and/or state research awards is preferred.
5. Presentation and communication skills to present statistical and financial information in appropriate and user-friendly formats.
6. Strong planning, analytical, and communication skills to anticipate challenges, analyze problems, and implement financial controls.
7. Ability to read and interpret terms and conditions of contracts.
8. Ability to reconcile outside institutional invoices with internal systems.

Physical & Mental Demands:

Ability to Multi-Task in a high demand and interactive environment, with high quality results.

Ability to work in an environment with tight deadlines and high level of accountability. Willing and able to work a flexible schedule to meet operational needs.