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CONTRACT SPECIALIST

  • 511771
  • PHOENIX
  • REMOTE OPTIONS
  • DEPT OF HEALTH SERVICES
  • Full-time

DEPT OF HEALTH SERVICES

COME WORK WITH US! The Arizona Department of Health Services promotes and protects the health of Arizona’s children and adults. Our mission is to promote, protect, and improve the health and wellness of individuals and communities in Arizona. We strive to set the standard for personal and community health through direct care, science, public policy, and leadership. ADHS promotes alternative work schedules, flexible hours. We have positions that can fit any stage in your career, from entry to senior level. We offer a robust benefit package, including the ADHS Student Loan Assistance Program, where eligible employees can receive up to $437.50 per month for their outstanding student loans. Come check us out and see how you can make a difference in the lives of all Arizonans.

BWCH Contract Specialist

DEPT OF HEALTH SERVICES

Job Location:

Address: 150 North 18th Avenue 

           Phoenix, AZ 85007

Posting Details:

Salary: $57,200 

Grade: 21

 

Job Summary:

This position, under the general supervision of the Business and Finance Operations Manager, performs a wide variety of detailed financial tasks of considerable difficulty having a financial impact on multiple service areas in the Bureau of Women's and Children's Health (BWCH). The position will coordinate contracts and facilitate the contract process for programs within BWCH. Responsibilities include activities required to ensure sound financial short and long-range planning fiscal integrity of procurement contracts for office programs - maintaining appropriate procurement procedures, instituting internal monitoring procedures for procurement contracts, providing accurate data to aid in the quality management process in contract development, as well as financial reporting. There are three major areas of responsibility: training, financial, and contract management. This position advises and assists programs in all areas of contract requirements including training related to financial/ contract management of all BWCH staff, assist program staff in a variety of contract management activities including development of fee schedules, deliverables, scopes of work, contract monitoring, etc.; Participates in planning, development, and implementation of program procedures relevant to contract administration; Assist programs in identifying their contracting needs and methodologies; Serve as interface between Program Managers and Procurement to resolve contracting issues and determine appropriate resolutions; Serve as key office contact with contracting agencies to resolve contracting issues, determine appropriate resolutions as required; Serve as the key office contact for any contract audits; Develop and implement a tracking system for contract deliverables, contract expiration dates, etc.; create, track and monitor requisitions using Arizona Procurement Portal (APP) and other agency computer programs; Maintain and reconcile BWCH financial information on contract logs. Serves as the key contact for BWCH in agency asset tagging and inventory process.

Job Duties:

-Contracts Management: Advised and assisted BWCH programs in all areas of contract requirements, including developing fee schedules, deliverables, scopes of work, contract monitoring, contract closeouts, audits, evaluating fiscal and programmatic data submitted by contractors, and participating in contract negotiations. Review and approve all contracts for the office.
-Maintain and reconcile contract logs monthly. Issue purchase orders and process invoices in Arizona Procurement Portal (APP), Review funding information in the Arizona Financial Information System (AFIS); verifies accuracy and timeliness, and ensure proper documentation exists before keying in payment information.
-Track, monitor, and approve contract expenditures to ensure contract and funding compliance. Serves as key contact between BWCH program managers and procurement staff, contracting agencies, auditors, and vendors. Verify invoices against purchase orders and research discrepancies; correspond with vendors and programs to facilitate purchase orders and payments.
-Train, instruct guide, and counsel program staff in policy and procedures related to procurement processes, contracts management, encumbrance, and expenditures procedures.
-Complete special projects, having other duties as assigned. Attend and participate in a variety of meetings and serve in the capacity of BWCH Finance and Operations Manager when required. Participate as a member of various BWCH teams.
-Participate in the planning, development, and implementation of BWCH procedures relevant to contract administration. Evaluates existing work processes and formulate plans for improvement. Participate in ongoing professional development, learning statewide procurement and contract management systems.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
- Considerable detailed knowledge of the program funding structure, statutes, and mandates regarding program functions, mission, strategic plan, fund source requirements, statutory limitations, and policies and operations of the service unit.
- Federal, state, and department rules, regulations, policies, and procedures (e.g. financial management, accounting, procurement, grants management).
- Federal and state government operations and processes, including legislative, appropriations, and administrative processes and their underlying principles and concepts.
- Procurement process.
- Financial and database software programs and the ability to extract data and prepare reports.
- Performance Management (PM), Continuous Quality Improvement (CQI), and Lean methodologies.

Skills in:
- Conceptualizing, planning, and evaluating fiscal operations.
- Extracting, compiling, evaluating, analyzing, and presenting fiscal information.
- Negotiating, facilitating, and resolving complex financial issues involving multiple interests.
- Mathematical skills.
- Attention to detail.
- Developing process and procedure.
- Writing contracts.
- Providing training and guidance to others.
- Prioritize, plan and organize multiple tasks.
- Customer service skills.
- Communication skills, verbal and written.
- Presentation and training skills.
- Problem-solving skills.
- Critical thinking skills.
- Initiative and dependability.
- Record keeping.
- Time management skills.
- Proficiency in Microsoft Excel, Access, and Google Suite, including Sheets.

Ability to:
- Analyze and make recommendations and decisions under pressure.
- Learn financial database systems in use by agencies.
- Active listener and efficient communicator.
- Provide and receive feedback.
- Prioritize, plan, and organize multiple tasks.
- Pursue ongoing professional development.
- Work independently and collaboratively.
- Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

Selective Preference(s):

Bachelor’s degree in Business Administration or related field; or equivalent combination of education, training, and experience. At least three years of experience directly related to the duties and responsibilities. Accounting/Financial experience preferred.

Pre-Employment Requirements:

Employees who drive on state business require possession of and the ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver’s license checks, must maintain acceptable driving records, and must complete any driver training (See Arizona Administrative Code R2-10-207.11).

Benefits:

The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− 10 paid holidays per year
− Wellness program and plans
− Life insurance
− Short/long-term disability insurance
− Defined retirement plan
− Award winning Infant at Work program
− Credit union membership
− Transit subsidy
− ADHS Student Assistance Pilot Program

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement:

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will contribute to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27-week wait period for contributions to begin.

Contact Us:

Arizona State Government is an EOE/ADA Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 542-1085. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. DHS is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.

ARIZONA MANAGEMENT SYSTEM (AMS)

All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress.  Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.  
State employees are highly engaged, collaborative and embrace a culture of public service.

The State of Arizona is an Equal Employment Opportunity Employer.