Contract Administrator III.

State of Colorado; Denver (CO); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Colorado Department of Human Services (CDHS) is seeking a permanent, full-time Division Contracts and Purchasing Administrator and Contract Monitoring Lead to oversee contracting, monitoring, and procurement activities within the Division.

The role requires developing scope of work, drafting contracts and amendments, and leading contract monitoring across multiple projects, with 2 days in office and up to 3 days remote work.

Qualifications

• Six (6) years of relevant experience in an occupation related to the work assigned to this position.
• A combination of related education and/or relevant experience in an occupation related to the work assigned equal to six (6) years.

Responsibilities

• Develop and maintain communication plan with current contact information for the monitoring team.
• Monitor contract according to financial and program risk ratings with documented evidence.
• Coordinate and conduct post award meetings with contractors and vendors to communicate expectations.
• Follow procedures for logging communications and deliverables.
• Assess contractor compliance with standards and provisions; request and analyze performance data.
• Monitor contract budget via invoices and reconciliations; plan site visits and document findings.
• Conduct contractor performance evaluations and manage contract close-out activities.

Skills

Contract management

Budget monitoring

Data analysis

Vendor coordination

Job description

Description Of Job

This position is a permanent, full-time position that serves as a Division Contracts and Purchasing Administrator and Contract Monitoring Lead.

Weekly Hybrid Working Arrangements

Minimum 2 days In Office and Maximum 3 days Remote Work

This position performs a full range of financial, contractual, budgetary, and analysis services to the Division...

Contracts And Purchasing

Independently draft contracts, amendments, and renewals in accordance with the department’s Procurement and Contracts Section contracts and procurement standards...

Scope Of Work Development

Serve as a Scope of Work (SOW) specialist and work plan liaison to division program staff by providing technical assistance...

Contract Monitoring Lead

Position establish and document DYS contract monitoring guidance.

Responsibilities

• Develop and maintain communication plan with current contact information for the monitoring team
• Monitor contract according to financial and program risk ratings. Ensure file has documentation for risk ratings assigned to contractors
• Coordinate and conduct post award meetings with each contractor and/or vendor to communicate agreement expectations; department point of contacts; methods of monitoring and evaluation; etc.
• Follow documentation and tracking procedures for logging communications and deliverables.
• Duties for assessing contractor compliance with DYS and CDHS standards and other contractual provisions include:
• Requesting and receiving ongoing performance data from contractors;
• Analyzing data and reports to detect potential areas of noncompliance;
• Coordinating with program staff to ensure logging and documenting all performance-related communication to contractors and their responses; and,
• Making overall assessment of contractor programmatic performance, consistent with the Contract Monitoring Program guidelines.
• Monitor contract budget through invoice reviews and regular reconciliations between program staff, fiscal staff and contractor.
• Plan, schedule, and conduct site visits, utilizing program/division/department standardized approaches including examine records, interviews of key contractor staff, and direct observation of performance. Document and save site visit notifications, agenda, report and/or notes.
• Ongoing analysis of process and outcome data submitted to observe contractor performance. Duties for addressing contractor performance issues include:
• Highlighting any fiscal and/or program areas that are assessed as below standard as a result of site visits or other monitoring activities;
• Conveying these areas to contractors in a timely manner, and documenting all requests and outcomes;
• For areas that continue to show evidence of noncompliance after having been discussed with contractors, develop a written Performance Improvement Plan consistent with department and program guidelines;
• When warranted, follow contract cancellation or nonrenewal provisions in contracts to prevent misuse of funds or harm to clients.
• Organize, schedule, conduct and document contractor performance evaluations in compliance with DYS and CDHS contract monitoring standards
• Contract close-out responsibilities include receiving all deliverables and final invoice, completing final performance evaluation, and ensuring contract file is complete before final payment.

If contract compliance issues are identified, the position confers with the program staff and supervisor to identify appropriate follow up actions, which may include a performance improvement plan or initiation of contract cancellation. The position remains current on contractor compliance, and communicates the need for escalated action when deemed necessary.

The position is required to stay up to date on CDHS contract monitoring standards through ongoing participation in training and education opportunities.

Division Procurement functions: Solicitation design, evaluation, monitoring

Designs, solicits, evaluates, negotiates, and awards to vendors specific orders for goods or services. Assure appropriate procurement rules have been followed by leading program personnel in development of RFPs, Doc Quotes, IFB’s and purchase orders. Support program staff in other procurement methods such as doc quotes or IFBS. Evaluate appropriate procurement method by doing financial forecast of total expense including life of the project. Review solicitation statement pricing methods including any application of overhead, profit, and/or indirect costs

Other Duties As Assigned

Other duties as assigned

Minimum Qualifications

Experience Only:
Six (6) years of relevant experience in an occupation related to the work assigned to this position

OR

Education And Experience
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to six (6) years.

Preferred Qualifications

• Experience drafting, creating, or developing contracts, agreements, and/or purchase orders
• Experience identifying inaccuracies, ambiguities, or inconsistencies in contracts, agreements, Scope of Work, or other similar written documentation
• Experience prioritizing and managing a large portfolio of work tasks with differing deadlines

Conditions Of Employment

• Standard Background ALL CDHS employees (non-direct contact): CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional License verification (licensure requirements), and drug screen (commercial Driver’s license)
• Travel – Travel to meetings, site visits trainings, and other DYS locations may be required
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.

Appeal Rights

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director. An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email ([e-mail]), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action. For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov ; contact the State Personnel Board for assistance at [phone]; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Supplemental Information

Link to: How to Apply

Link to: The Assessment Process

For additional recruiting questions, please contact [e-mail]

About Us

If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org plus 401(k) and 457 plans
• Medical and dental health plans
• Employer supplemented Health Savings Account
• Paid life insurance
• Short- and long-term disability coverage
• 11 paid holidays per year plus vacation and sick leave
• BenefitHub state employee discount program
• Employee Wellness program
• Excellent work-life programs, such as flexible schedules, training and more
• Remote work arrangements for eligible positions
• Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs .

Our Values

We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.

Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.

We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.

Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.

We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.

Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.

ADAA Accommodations

CDHS is committed to a Colorado for ALL qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment. This includes completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to [e-mail] .

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~