Contracts Coordinator (Temporary)

Aroha Technologies, Inc; Oklahoma City (OK); On-site; USD 42,000 - 60,000; Full time

Job summary

Aroha Technologies, Inc is seeking a Contracts Coordinator for a 6- to 12-month temporary, onsite role in Oklahoma City. The position focuses on initiating, processing, and reviewing professional, business, and service contracts, coordinating with staff and vendors to secure essential services and products for the agency mission.

The candidate will handle contract development, procurement processes, and compliance with state and federal laws, while maintaining organized contractual documentation

Qualifications

• Knowledge of public procurement processes is a plus.
• Experience with contract drafting or review is preferred.
• Understanding of state and federal procurement laws beneficial.

Responsibilities

• Assist the Contracts Manager in developing, writing, and managing professional contracts.
• Ensure contracts comply with applicable laws and agency policies.
• Coordinate procurements including IT and sole source processes.
• Support preparation of RFI, RFP, ITB, and related procurement activities.
• Assist with contract budgets, invoices, and implementation support.
• Maintain contract documentation and data accuracy.

Education

3 years of technical clerical work + 1 year procurement experience

Job description

Title: Contracts Coordinator (Temporary)

Location: Oklahoma City, OK 73105

Department: Contracts

Duration: 6-12 months

Work: Onsite

Schedule: Full-time in-office position, 40 hours per week, Monday through Friday, 8:00 AM - 5:00 PM.

Interview: In-person interview at the Oklahoma City office.

Description Position Purpose

Under the direct supervision, the Contracts Coordinator position is responsible for the timely initiation, processing, and review of professional, business, and service-related contracts.

The job entails task management, integration of information, interaction with staff and/or outside vendors, and assimilation of resources necessary to procure services and products essential to the agency mission assignment.

The incumbent performs work on contracts that are complex in scope, traditionally over $500,000, and involves coordinating with multiple units. Position works under limited supervision.

Essential Functions May Include

• Assists the Professional Services Contracts Manager in developing, writing, processing, and managing the procurement of professional services contracts.


• Under direction of the Professional Services Contracts Manager, assures contracts are in accordance with State and Federal laws, as well as agency policies and procedures.


• Coordinates on procurements such as information technology and sole source procurements. Accountable for the timely submission of agency professional services requests, as needed.


• Conducts procurement processes such as requesting 85.5.t exemptions from the State Purchasing Director, conducting Market Research, completing Data Use Agreements (DUAs), Interagency Agreements, Sole Sources, Statewide and State Use Contract Releases, Requests for Information (RFI), Requests for Proposals (RFP), and Invitations to Bid (ITB).


• Responsible for developing contract documents, conducting procurement evaluation and award processes, monitoring deadlines, requesting contract budgets, reviewing and approving invoices for payment, and supporting implementation activities from a contractual standpoint.


• Completes Open Records Requests on assigned contracts.


• Coordinates with business owners to monitor assigned contracts.


• Serves as the primary contact point on contractual issues pertaining to assigned contracts.


• Participates in and/or leads workgroup meetings to discuss operations and contractual topics related to assigned contracts.


• Responsible for maintaining contract documentation including, but not limited to, signed contract documents, reports, corrective action plans, and transition plans.


• Develops contractual specifications with business owners by advising business owners of the following:
  
  
  
  • The contracting method that is applicable to the procurement.
  
  
  • The legality and propriety of contract terms and conditions.
  
  
  • Recommending revisions to comply with state and federal laws, and agency regulations.
  
  
  
  


• Participates in and leads workgroup meetings as part of the contract development process. Workgroups may include internal and external participants.


• Responsible for communicating with stakeholders professionally and effectively, such as business owners, unit staff, Executive staff, vendors, and other stakeholders. This includes, but is not limited to, routine communication on existing contracts operational health, potential risks and issues, procurement deadlines and status, and invoicing.


• Assists and consults the Professional Services Contracts Manager in analyzing agency policies and procedures for the procurement of professional services contracts and interagency agreements and makes recommendations regarding necessary changes.


• Compiles and prepares regular reports of all relevant contract activity according to Federal, State, or agency requirements, and submits these reports within the established timelines.


• Regular and consistent attendance at the work site.


• Other duties may be assigned as needed.

Knowledge, Skills, Abilities And Competency Requirements

Successful performance requires knowledge of public sector procurement processes, contract lifecycle management, and applicable State and Federal laws, along with an understanding of coordination, competitive solicitations, and contract compliance standards.

The position calls for strong skills in drafting and reviewing contractual documents, managing timelines and competing priorities, conducting procurement activities including market research and solicitations, and communicating clearly with internal stakeholders and external vendors.

The role also demands the ability to manage complex tasks with accuracy, exercise sound judgment when interpreting policies and regulations, identify and mitigate contractual risks, and maintain organized documentation in a fast-paced environment.

The Competencies Most Closely Aligned With This Work Are

• Ensures Accountability


• Manages Complexity


• Communicates Effectively

Education and/or Experience

• 3 years of technical clerical work plus 1 year of experience involving procurement, purchasing, contracting, or acquisition; OR


• An equivalent combination of education and experience substitution is allowed for the 3 years of technical clerical experience only.

Preferred Qualifications

• Certification as a Certified Procurement Officer that is current and in good standing.


• Experience in SoonerCare programs.


• Experience writing and editing legal and/or contractual documents.


• Experience with procurement of professional services.


• Information Technology experience.


• Advanced education.

Physical Demands and Work Environment

• Work is typically performed in an office setting with climate-controlled settings and exposure to moderate noise levels.


• Employees are required to speak, stand, walk, and reach with their hands and arms while performing job duties.


• This position requires extended periods of sitting and daily use of computers and phones.


• Employees must be willing to complete all job-related travel associated with this position.


• Being present at the office is an essential function of this position.