CONTRACT / IAA ADMINISTRATOR (Administrator II)

State of Maryland; Cheltenham (MD); On-site; USD 70,000 - 95,000; Full time

Job summary

State of Maryland's Department of Juvenile Services seeks a Contract Specialist to ensure compliance of IAAs, MOUs, MOAs and manage contracts throughout their lifecycle at Cheltenham.

This role loads agreements into the CTS system, tracks expenditures, and coordinates with the Chief of Contract & Business Services Unit, facility management, and executive leadership to prevent retroactive contracts and overspending.

Qualifications

• Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
• Experience: Five years of administrative staff or professional work.
• Notes: Substitutions allowed as described in the qualifications.

Responsibilities

• Oversee contract lifecycle management across all phases, including planning, monitoring and closeout.
• Track expenditures to avoid retroactive contracts and overspending; ensure COMAR Title 21 compliance.
• Load contracts, IAAs & MOUs into the CTS system and distribute to related parties.

Skills

Contract lifecycle

Forecasting

Budget tracking

Vendor management

Compliance

Education

High school diploma or GED

Tools

CTS system

Job description

Introduction

This recruitment is limited to current Maryland State employees only.

GRADE

17

LOCATION OF POSITION

DJS- Contract and Business Services Unit (Cheltenham),�1003 Frank Tippett Rd,�Cheltenham, MD 20623 (Prince George's County)

Main Purpose of Job

Join Us in Making a Difference at DJS! The main purpose of this position is to ensure compliance of DJS Governmental Entity Interagency Agreements (IAAs) & Memorandum of Understanding (MOU) & Memorandums of Agreements (MOAs). This position is responsible for the management and oversight of all assigned youth service-related contracts throughout all phases of the contract lifecycle, which involves planning, organizing, performance monitoring, compliance, vendor management, change management, closeout, and other activities associated with the contract management process. This position includes creating solicitations and Requests for Procurement Action (RFPA). This position requires tracking of expenditures of all types of contracts within the contract lifecycle to avoid retroactive contracts, retroactive modifications, and/or overspending, and to ensure compliance with COMAR Title 21. This position also includes loading contracts, IAAs & MOUs into the CTS system by entering contract information and distribution to all related parties. The incumbent is responsible for maintaining all records, documentation, and reporting to present during meetings to the Chief of Contract & Business Services Unit, Director of Contract & Business Services Unit, Facility Management, Regional Directors, DJS Executive Management, the Department of Budget & Management, and others.

This position supports our mission to empower youth and advance public safety through opportunity, accountability, and community partnership. By working toward our vision of 'empowered youth. strong families. safe communities.', this role provides pathways to success for youth and families through partnerships across Maryland.

MINIMUM QUALIFICATIONS

• Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
• Experience: Five years of administrative staff or professional work.�
• Notes:
  • 1. Candidates may substitute 30 credit hours from an accredited college or university for each year up to four years of the required experience.�
  • 2. Candidates may substitute the possession of a Bachelor's degree from an accredited college or university and one year of experience in administrative staff or professional work for the required experience.�
  • 3. Candidates may substitute the possession of a Master's degree from an accredited college or university for the required experience.�
  • 4. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for-year basis for the required experience.�

SELECTIVE QUALIFICATIONS

At least two years of contract lifecycle experience with forecasting and budgetary constraints is required.

DESIRED OR PREFERRED QUALIFICATIONS

Intermediate to Advanced Microsoft Excel Proficiency - hands-on experience utilizing Excel formulas, function-driven tracking sheets, and budget reconciliation.

Contract & Narrative Analysis - strong ability to thoroughly review and interpret complex contract language (IAAs, MOUs, and Contracts) - specifically connecting program and budget narratives to financial terms and constraints.

Knowledge of Procurement Laws/Regulations - working knowledge of State public procurement laws, regulations (such as COMAR Title 21).

Invoice Auditing & Billing Error Detection - a keen analytical eye for auditing incoming vendor and governmental invoices against approved budget narratives, financial proposals, and performance scopes to identify billing errors.

LIMITATIONS ON SELECTION

This recruitment is limited to current Maryland State employees only.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator's license valid in the State of Maryland.

SELECTION PROCESS

All documentation related to your qualifications must be submitted by the closing date; information received after this date will not be considered. Candidates who meet the qualifications will remain on the certified eligible list for a period of one (1) year. This list may also be used to fill similar positions within this classification in the future.

EXAMINATION PROCESS

The assessment may involve a rating of your application based on your education, training, and/or experience as it relates to the position's requirements. For education obtained outside the U.S., you will be required to provide proof of equivalent American education, as determined by a Foreign Credential Evaluation Service, at the time of hire. If you are a Veteran applying for this position, please submit your DD 214 Long Form with your completed application to receive proper credit.

BENEFITS

STATE OF MARYLAND BENEFITS

FURTHER INSTRUCTIONS

As an equal opportunity employer, Maryland is committed to recruiting, retaining, and promoting employees who are reflective of the State’s diversity.

DJS values the experience gained by Veterans while serving our country. Veterans are welcome to apply for all current recruitments.

Bilingual applicants and people with disabilities are welcome to apply for all recruitments.

We welcome experienced professionals transitioning from federal service to explore rewarding career opportunities.