Contracts Specialist - $29/hour
The State of Arizona is looking for a Contracts Specialist.
This is a full-time, 40 hour/ week position from 8:00AM - 5:00PM.
- Manages all post-award aspects of contracts/grant agreements, including Intergovernmental and Interagency Agreements. Ensures the Division's 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 sub-recipient 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. Builds 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 on-site or virtual monitoring throughout the state, and ensures required and critical contract documentation is maintained and tracked (e.g., sub-recipient forms, financial audits, insurance documents, reports, and invoices).
- Attends required meetings and trainings. Responsible for the timeliness, accuracy and quality of all aspects of the contract work products. In-state 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 on-site or virtual grant/contract Compliance Reviews of contractors throughout the state.
- Conduct administrative and fiscal components of the compliance review. Assist in programmatic component of compliance review when requested.
- Prepare and distribute the monitoring report.
- In-state 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 sub-recipient 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 up-to-date 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%)
- Prefer a Bachelor's 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.
- Clean 7-year background check required.
For more information, contact Christine Hawn at 602 788-5890 ext 123 or email at firstname.lastname@example.org