Contracts Specialist (3799)
Responsibilities
Contract Specialist processes, audits, and resolves issues for contracts, grants, and amendments (referred to collectively as contracts) as quickly and accurately as possible. Incumbent prepares contract documents and answers questions regarding the contract process. Incumbent coordinates with Finance division staff to ensure contracts and grants are processed in a manner that will promote public health measures and enhance transparency for taxpayers. Incumbent maintains electronic and paper files for each agreement. Incumbent communicates with staff regarding the status of agreements.
• Receive, log and process Contracts, Grants (known collectively as “Contracts”) and addendums paperwork for routing through the SCM system from contract development through to vendor with minimal errors and within established cycle time.
• Process the required clearances for agreements in preparation for signature. Process Memorandum(s) or Understanding, Contract and Grant agreements and associated amendments timely and accurately.
• Provide timely troubleshooting, expert review and customer service to program clients as they navigate the finance process for developing and executing contracts as well as assisting vendors with the signature process within SCM and notifying them of any clearance issues.
• Assist in obtaining audit paperwork from awardees that have contracted with the State.
• Assist in completing workflows of agreements of other contract staff that are out of the office to ensure agreements do not experience delays in processing.
• Participate in annual contracts training for contract processing through SCM and DocuSign or other revised processes and adjust daily work processes to conform to workflow required of the software.
• Serve as preliminary support in troubleshooting contractual issues for internal programs and external clients as they navigate SCM and DocuSign to prepare contracts and route through approval path.
• Provide status reports on assigned agreement portfolios to stakeholders.
• Attend and contribute to regular meetings with Contracts, program clients and finance staff to assess workflow, timelines and fiscal health of grants and contracts.
• Organize files and keep agreements in development on the Contracts shared drive file so others can access as necessary.
• Organize workload to ensure contracts are processed by established cycle times.
• Coordinate with finance staff to ensure Federally-funded contracts are compliant with regulations of the grant award. Initiate contract amendments as necessary for timely expenditure of grant dollars.
Experience
This person must have the following requirements to be considered for employment:
- High School Diploma
- Microsoft Word, Excel, and DocuSign experience
- Contract Experience