AIDS Drug Assistance Program (ADAP) Contracts Coordinator- 61041069
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First point of contact for all ADAP contractual, budget, reporting and invoicing related questions and processes from vendors and sub-recipients. Maintains knowledge of agency contracting processes, grant and state requirements, program funding sources, and reimbursement policies/procedures. Communicates directly with sub-recipient and vendors on any matters related to contracts. Assists and communicates with development of contractual/sub-recipient related program policies. Communicates policies/procedures requirements with sub-recipients and vendors. Works closely with RW Administration Team on ADAP budget requirements for contracts.
Responsible for creating and maintaining ADAP contracts/amendments including PBM, and any vendor contracts and HIP contracts and ensuring all are in compliance. Ensures ADAP contracts are executed and in place prior to start dates and contract modifications and amendments are completed in a timely manner. Monitor contracts start/end dates to ensure no lapse in services. Monitor contract ceiling amounts and report any issues to the Program Manager in a timely manner. Maintains electronic files and working documents of executed contracts in established shared folders. Maintains communication with contractors on an ongoing basis.
Processes Cardinal invoices daily and monitors payment each month to ensure all invoices are good receipted. Monthly, reconciles all ADAP program invoices with SCEIS ensuring invoices are paid correctly in SCEIS and makes corrections as needed. Works with Business Operations and RW Administration team ensuring all ADAP encumbrances are cleared of remaining funds at the end of the grant.
Maintains program documents and files, as needed, including the list of contractors with current contact information, SCEIS numbers, EUI, POs, budget/invoice templates, FFATA documentation and other information needed to execute contracts and pay invoices. Works with ADAP Team to ensure systems are in place to ensure compliance with program and fiscal audits as needed. Coordinates with RW Admin team to ensure ADAP information is shared as needed.
Performs other duties as assigned, but not limited to serving as backup for RW ADAP Eligibility Team members. Cross-trained and serve as a backup to processing billing/invoices for ADAP including HIP, PBM (IAP/MAP and DDP),
Requirements
State Minimum Requirements: A high school diploma and relevant program experience.
Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.
Agency Additional Requirements:
Knowledge of Ryan White and ADAP programs. Knowledge of developing, maintaining and monitoring of vendor and grantee contracts. A bachelor's degree and relevant experience in business management, public administration, or administrative services. Four years of professional experience may count in place of a degree.
Must possess excellent software skills including Microsoft Office. Must be able to establish and maintain effective working relationships with staff and sub-recipients. Must be able to communicate effectively, both verbally and in writing.
The employee must possess extensive experience working in high-visibility programs and in a culture of frequent program audits. Key skills include flexibility as program requirements change and benefit program navigation within a system of federal, state, and private payers. Experience establishing, updating, and monitoring contracts is critical to the position.
Must possess excellent customer service skills. Must possess a valid driver’s license, travel may be required.
Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.
Qualifications
Prefer experience with South Carolina Business Enterprise Information System (SCEIS).
Knowledge of business practices and procedures.
DRIVING RECORD: If this position requires the applicant to possess a valid driver’s license to operate a state vehicle or personal vehicle, any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.
SC DHEC is an equal employment opportunity/affirmative action employing agency. We are committed to a diverse workforce. SC DHEC does not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.
The South Carolina Department of Health and Environmental Control offers an exceptional benefits package for FTE positions that includes:
• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• State Retirement Plan and Deferred Compensation Programs
• REMOTE WORK: The option to work partially remote is available after six (6) months of employment if it applies to the position.
This position is part of the South Carolina Department of Health and Environmental Control’s STD/HIV/VH ADAP program area within the Bureau of Communicable Disease Prevention and Control. The work performed supports DHEC’s mission to improve the quality of life for all South Carolinians by protecting and promoting the health of the public and the environment. Effective July 1, 2024, this position will transfer to the South Carolina Department of Public Health created by Senate Bill 399 which provides for the creation of the Department of Public Health to assume the public health-related functions of DHEC.
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