DDA Business Operations Supervisor

DC Department of Human Resources; Washington (District of Columbia); On-site; USD 95,000 - 140,000; Full time

Job summary

Department of Disability Services (DDS) in Washington, DC, seeks a senior contract administrator to lead provider relations, contract management, and invoice processing. You will assign vendor proposals, supervise staff, and ensure payments meet established guidelines.

Responsibilities include evaluating contracts, coordinating with OCP and OCFO, and delivering accurate reports. This role requires strong knowledge of procurement rules, SOWs, and financial controls within the DC government.

Qualifications

• A 4-year course of study leading to a bachelor's degree with a major in any field; or At least 24 semester hours in any combination of the fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management.
• Eight (7) years of related work experience that equipped the applicant with the particular knowledge, skills, and abilities to successfully perform the duties of the position.
• Comprehensive knowledge of applicable District contracting and procurement rules and regulations and payment methods as they relate to provider relations and contract administration.

Responsibilities

• Supervises the Contract Administrators and Business Service Technicians responsible for provider relations, contract administration, sourcing new providers and making vendor payments.
• Assign proposals from prospective vendors to Contract Administrators to perform technical evaluations.
• Oversee the processing of payments for invoices, reconciliation of accounts, and managing purchase orders for contracted services.
• Supports Contract Administrators in resolving provider issues including payment issues.
• Performs contract administration on Department contracts of a million dollars or more.

Skills

Contract administration

Provider relations

Vendor payments

SOW writing

Budgeting / financial management

Data analysis

Education

Bachelor's degree or equivalent

40+ semester hours in accounting, business, finance, law, contracts, purchasing, economics or related fields

Tools

Ariba

DIFS

Job description

The first screening of applicants will take place within ten (10) business days of the posting of this vacancy announcement. The position is open for 60 days.

INTRODUCTION

This position is located in the Department of Disability Services (DDS), Office of the Chief of Staff, DDS Operations Unit, DDA Business Operations. The DDA Business Operations Unit is responsible for contract administration, provider relations, and sourcing new providers with a variety of for profit and not-for-profit entities delivering services/goods to the Department, submitting requisitions that result in purchase orders, processing all invoices for payment.

MAJOR DUTIES

• Supervises the Contract Administrators and Business Service Technicians responsible for provider relations, contract administration, sourcing new providers and making vendor payments.
• Assign proposals from prospective vendors to Contract Administrators to perform technical evaluations. Distributes work to ensure an equitable workload, as is practicable.
• Oversee the processing of payments for DDA invoices, reconciliation of accounts, generating requisitions, and managing increases and decreases on purchase orders for annually contracted services. Works with Business Services Technicians to ensure DDS pays invoices within the established guidelines of the District’s Quick Payment Act (QPA).
• Supports Contract Administrators in resolving provider issues including payment issues (invoices) – incorrect/incomplete invoices, insufficient funds on a purchase order to pay a submitted invoice, etc.
• Performs contract administration on Department contracts of a million dollars or more. Works in partnership with the Office of Contracting and Procurement (OCP) in securing contracts; writes or assists in the writing of statement of work (SOW) for contracts.
• Conducts annual and biannual Provider Performance Evaluations on providers. Confirms providers are in compliance with contracts. Participates in data collection, client satisfaction surveys, and analysis of provider performance. Recommend actions necessary to improve subpar performance and/or termination of contract with the provider for poor performance.
• Responds to provider questions and concerns including questions concerning invoices – where it is in the process or expected time of payment – as well as questions concerning payments received.
• Participate in Quality Review meetings regarding provider performance as well as contracts and invoicing.
• Trains and orients Contract Administrators in provider relations and contract administration.
• Facilitates the resolution of any provider related issue that would impair the provision of services to DDS clients.
• Collaborates with the DC Office of Contracting and Procurement (OCP) and the Chief Financial Officer (OCFO) to ensure compliance with Federal, District and Department fiscal regulations, policies, and procedures in the provision of service delivery to persons with disabilities.
• Apprises Supervisor of potential problems, issues, or incidents affecting the distribution of agency payments. Anticipates major problems and provides recommendations to eliminate or minimize their effect on the program.
• Monitors Business Service Technicians in rerouting incomplete invoices, invoices with funding issues and invoices that need additional funding to the appropriate Operations Unit. Collaborates with Operations Unit supervisors in the resolution of issues.
• Provides monthly briefing to Supervisor on the number of invoices that will not be processed within the timelines specified in the District’s QPA and the reasons.
• Provides technical support to internal and external partners with vendor registration in the District’s Integrated Financial System (DIFS).
• Receives, updates, and files provider W-9 forms for vendors and suppliers.
• Develops and maintains regular and ad hoc reports for the Unit and management including: Invoice Status, Contract Renewals, Requisition, Purchase Order, and End of Year Accruals.
• Provides guidance to subordinate staff by establishing work standards, designating work assignments, identifying developmental and training needs, and evaluating work performance. Train and orients Business Service Technicians on proper invoice processing and the use of the District’s automated invoice system. Give advice, and instructions on both work and administrative matters.
• Interviews candidates for vacant positions and make recommendations for appointments, promotions, or reassignments involving these positions. Provides final approval or resolves problems arising over leave usage of subordinates. Reviews and approves actions related to payroll/overtime requests; evaluates subordinates’ activities, work performance, and conduct. Supervises staff in their various efforts.
• Assigns tasks and back-up responsibilities ensuring an even level of work is distributed within the Unit, as is practicable. Provides daily oversight to include meeting deadlines, drafting reports, resolution of problems and monitoring activities of subordinates.
• Performs other duties as assigned.

Qualifications

Applicant must have one (1) year of Specialized Experience at the next lower grade level. Eight (7) years of related work experience that equipped the applicant with the particular knowledge, skills, and abilities to successfully perform the duties of the position.

Applicants must have met the qualifications requirement for this position by the closing date to be eligible for this position.

EDUCATION

A 4-year course of study leading to a bachelor's degree with a major in any field; or At least 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management. An equivalent combination of education and experience will be considered.

Work Experience/Knowledge Required

The job has full and final technical authority over the work, which requires coordination and integration of work efforts, within the unit and with other units in the Department, in order to produce a completed work product or service.

Comprehensive knowledge of applicable District contracting and procurement rules and regulations and payment methods as they relate to provider relations and contract administration functions and responsibilities, including, but not limited to: Federal and District regulations regarding providing services to people with disabilities, contract administration policy and procedures, DCMR provider qualifications, enrollment process, renewal application, and contract language/provisions.

Ability to communicate effectively orally and in writing to present assembled facts and conclusions through reports in an organized and comprehensive matter.

Skill in the use of a personal computer and computer software, e.g., statistical analysis software, spreadsheet analysis, database management, project management and internet research in order to access databases, maintain files, and produce reports.

Demonstrated ability to organize work, coach employees, monitor work progress, and work with subordinates to accomplish work product.

Knowledge of financial management and accounts payable processes and procedures. Proficiency in the District of Columbia’s business intelligence systems (i.e., Ariba, DIFS, etc.)

Strong attention to detail and conscientiousness to deadlines. Strong analytical and problem-solving skills. Strong interpersonal skills.

Knowledge as would be acquired by a high school diploma or equivalent.

Knowledge as would be evident with eight years of increasing responsibility in contracting/ procurement or accounting.

Management Supervisory Service

This position is not in a collective bargaining unit. Management Supervisory Services AT-Will.

Additional Information

Once applications are submitted, applicants will not be able to change their responses to the online questions.

The position for which the individual is applying has been identified and designated as requiring enhanced suitability screening.

If tentatively selected for the position, a criminal background check, traffic record check, consumer credit check, and mandatory drug and alcohol test will be conducted as appropriate; and

The appointee to the position may be offered employment contingent upon receipt of a satisfactory enhanced suitability screening.

Work Schedule

This position requires 4 days a week in the office.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above. Your application includes your resume, responses to the online questions, and required supporting documents. Please be sure that your resume includes detailed information to support your qualifications for this position; failure to provide sufficient evidence in your resume will result in a "not qualified" determination.

EEO Statement

The District of Columbia Government does not discriminate or retaliate in employment on the basis of race, color, religion, sex, pregnancy, gender identity and expression, national origin, family responsibilities, political affiliation, sexual orientation, marital status, homeless status, disability, genetic information, age, membership in an employee organization, participation in a legally protected activity, parental status, matriculation, personal appearance, credit information, status as a victim or family member of a victim of domestic violence, sexual offense, or stalking, military service, or other non-merit factor.