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Contracts Specialist

4 months ago

Largo, United States FAMILY SUPPORT SERVICES OF SUNCOAST LLC Full time

Join our team at FSS and enjoy comprehensive benefits including but not limited to:_
- _ Tuition Reimbursement: Earn up to $5,250 per qualifying year to invest in your education._
- _ Health Insurance: Choose from three comprehensive Florida Blue health insurance plans to keep you and your family covered._
- _ Dental Plan: Enjoy an employer-paid dental plan for our valued employees._
- _ Life Insurance: Your peace of mind matters to us. We provide employer-paid life insurance._
- _ Well-Being Program: Stay healthy and engaged with our highly interactive well-being program._
- _ Paid Time Off (PTO): Relax and recharge with our generous PTO plan. You can even earn three additional days per plan year_
- _ Bereavement Leave: We offer 3 paid days of bereavement leave annually to ease the burden during a family member's passing._
- _ Paid Holidays: Enjoy the 12 holidays without the worry of receiving a paycheck (to include 1 floating holiday) and unwind with family and friends to celebrate and rejuvenate_
- _ 401k Plan with Matching: Secure your financial future with our 401k plan and employer matching._
- _ Additional Benefits: Explore our range of benefits, including Flexible Spending Accounts (FSA), Employee Assistance Program (EAP), Vision Plan, Short & Long-Term Disability coverage, Employee Discounts, and more._

The mission of Family Support Services is to be the leader in providing safety, stability, and quality of life for all children by working with the community to strengthen the family unit.

**Job Summary**:
Specialized work involved in the provision of a wide range of contract and compliance functions within the Contracts department. Assists with daily functions to include, but is not limited to: procurement, drafting and editing contract provisions, tracking contracts, compiling reports, reviewing invoices, monitoring contract compliance, and document control.

**Essential Duties**:

- Participate in subcontracting procurement process, including, but not limited to: procurement, preparation of original document and subsequent renewals, amendments, technical assistance, evaluation of outcomes and deliverables, scheduling, participation and coordinating operational and fiscal monitoring, and invoice approval
- Manage assigned subcontracts including renewals, amendments, extensions, memorandums of understanding, business associate agreements, and property leases
- Timely preparation of assigned individual rate agreements for youth placement in residential programs as necessary
- Coordinate external contract monitoring from funding entities; assist the field with child placing, child care, and substance abuse licensing in accordance with agency mission, vision, policies and procedures
- Document compliance and non-compliance with subcontractor performance; document, distribute, and follow up with corrective action plans to subcontractors on a timely basis
- Ensure subcontract terms are in compliance with internal policies, procedures, insurance policies, current rates of reimbursement, state and federal regulations, minority business requirements, etc.
- Assist with the coordination of contractor and subcontractor meetings, contract negotiation meetings, bidders conferences, and other contract and procurement related formal proceedings as needed
- Coordinate with Operations and Administration for analysis of outcome data, cost studies and projections of subcontracted services outcomes, trends, and needs
- Approve invoices for payment to subcontractors in conjunction with assistance from the Invoice Specialist
- Design and coordinate operational and administrative monitoring of subcontractors utilizing a decision matrix to determine frequency and type of monitoring to be conducted; Gather and compare monitorings from other funding entities to eliminate duplication of efforts
- Coordinate and report on implementation of corrective action plans related to contract compliance
- Monitor program expenditures, comparing each to board approved budgets by contract/grant, ensuring costs are appropriate and allowable, and coordinates budget amendments as needed
- Coordinate monitoring and timely preparation and submission of billings and reports to respective funding agencies, as required by contract
- Ensure compliance with filing reports and documents as required by local, state, or federal agencies
- Review new regulations and administrative issues related to existing contracts; determine the impact on reporting and billing processes
- Track assigned contracts, subcontracts, and other required data in contract management database
- Interface with Operations, Business Development, and other Support Center Leadership as needed; interface with FSS General Counsel on contract language, requirements, and compliance issues as needed; communicate with appropriate agency representatives as needed
- Participate in conference calls, meetings, conferences; participate in quality improvement process; assist with annual