Business Support Contracts & Vendor Management

The Business Support Manager for Contracts and Vendor Management will provide leadership across all aspects of contract management, vendor relations, invoicing, and financial oversight for the Georgia Public Health Laboratory (GPHL). This role requires strong contract and compliance knowledge, procurement experience, vendor management, and data analysis. The ideal candidate will also possess expertise in the Georgia Procurement Manual and related regulations and be proficient with relevant software systems such as PeopleSoft, Workday, Jaggaer and the Microsoft Office Suite.

Contract Management:

• Work directly with GPHL Business Owners to facilitate the purchase of required laboratory goods and services essential to operations.
• Maintain a working knowledge of applicable state and agency procurement rules, such as the Georgia Procurement Manual, to properly advise laboratory staff in proper purchasing techniques.
• Support BOs in the development of Contract Action Requests (CARs)  facilitating interdepartmental submissions, movements, and tracking of contract actions through the full lifecycle.
• Act as a subject matter expert (SME) and key staff contact for  GPHL Business Owners for all laboratory-related contracts regarding contract terms, obligations, and interpretation of contractor responsibilities.
• Coordinate contract development and approvals with internal partners such as Procurement and Finance to ensure compliance with organizational policies and applicable regulations.
• Oversee the production and maintenance of the GPHL Vendor and Purchasing & Contract Management Databases, ensuring accuracy to track key contract milestones, deliverables, and expiration dates; proactively manage renewals and extensions to avoid service disruptions.
• Establish planning schedules and checkpoints to ensure timely contract actions, including renewals, amendments, extensions, and terminations.
• Partner with other departments, divisions, external agencies, and vendors to address contract-related business needs.

Vendor Management

• Serve as the primary point of contact for vendors on contractual matters, ensuring timely communication and resolution of any issues.
• Monitor vendor performance against contract obligations, identifying and resolving discrepancies or issues in collaboration with vendors and internal teams.
• Build and maintain strong business relationships with key suppliers to facilitate effective sourcing and contractual outcomes.
• Serve as the intermediary between end users and suppliers, ensuring that contractual obligations are met and discrepancies are resolved efficiently.
• Facilitate vendor governance activities with the BO and vendor, including performance reviews, status meetings, issue tracking, and continuous improvement discussions.
• Escalate and resolve vendor-related issues in coordination with business owners and internal stakeholders.

Training & Development:

• Develop, deliver, and manage contract-related orientation and in-service training for departmental staff to ensure understanding of contract management processes.
• Support business owners in vendor onboarding and offboarding activities, ensuring required documentation and compliance requirements are understood and monitored for each contract. 
• Provide ongoing task guidance and training for team members to enhance their performance and ensure effective contract management.

Invoicing & Financial Management:

• Review, process and reconcile contract payment requests as received from business owners, ensuring the accuracy and completeness of billing data against required contract terms.
• Monitor and follow up on outstanding invoices, ensuring timely payment and compliance with financial terms of contracts.
• Assist vendors with invoicing, payments, inquiries to ensure smooth invoicing and payment processing.

Data Analysis & Reporting:

• Utilize PeopleSoft or other enterprise resource planning (ERP) system  to access procurement, purchasing, and contract data, providing timely reports on contract statuses to Business Owners.
• Compile and analyze statistical data, source documents, and analytical reports to assess compliance with contractual agreements.
• Track and report on key procurement and contracting performance indicators to support management decisions.
• Identify trends, best practices, and variances in contract performance, offering recommendations to improve operational efficiency and vendor relationships.
• Support audits, reporting, and internal reviews by providing contract documentation and status updates, as required. 
• Prepare vendor-related reports and metrics for internal stakeholders and leadership.

Compliance & Operational Efficiency:

• Ensure compliance with the Georgia Procurement Manual, DPH procurement rules, and regulations.
• Address operational gaps that will positively impact departmental efficiency and drive improvements in contract management practices.
• Generate cost-saving initiatives for contract administration and invoice management to maximize financial performance.

Bachelor's degree in operations management, business administration, or a related field which includes three (3) years in a managerial or supervisory role; 
OR
Seven (7) years of related professional experience which includes three (3) years in a managerial or supervisory role; 
OR
Three (3) years of experience required at the lower level Mgr, Business Ops (GSM010) or position equivalent. 

Note: An equivalent combination of knowledge, education, job or intern experience, training, or certifications that provides the necessary knowledge and skills to successfully perform the job at the level listed may be substituted year-over-year.

Preferred Qualifications:

•  3+ year contracting and procurement experience in the public sector
• 2+ years PeopleSoft Financials, Workday or similar software experience
• Proficiency in Microsoft Office applications including Excel, Word, Outlook, PowerPoint, SharePoint 
• Verifiable experience in State of Georgia Vendor Management, Procurement and Contract/Grant Administration.
• Certification through the Georgia Department of Administrative Services (DOAS), State Purchasing Division (SPD) as a Georgia Certified Procurement Manager (GCPM).

The DPH Commissioner and agency leaders encourage all employees to engage in regular wellness activities and to make lifestyle choices that promote health and well-being. 

The use of physical activity breaks during the workday is authorized to support this philosophy and help employees meet their wellness goals. A maximum of 30 minutes of physical activity may be allocated per workday, typically in the form of two 15-minute breaks or one 30-minute break.

Employment Information

State of Georgia employees are subject to the rules of the State Personnel Board regarding salary.

DPH accepts educational credentials recognized by the Council for Higher Education Accreditation (CHEA) and/or the US Department of Education (DOE) as valid. DPH will contact educational institutions to verify degrees, diplomas, licensures, and other relevant credentials.

The candidate selected for this position may be subject to pre-employment drug screening and a criminal background check.

Relocation assistance is not provided.

In the event of an identified emergency, you may be required, as a term and condition of DPH employment, to assist in meeting the emergency responsibilities of the department. 

ADA Statement

DPH is committed to providing access and reasonable accommodation in its services, programs, activities, and employment for individuals with disabilities. To request a reasonable accommodation for the application or interview process, email DPH-ADA@dph.ga.gov. 

DPH is an Equal Opportunity Employer

Due to the volume of applications received, we are unable to provide information on application status by phone or e-mail. All qualified applicants will be considered, but may not receive an interview.  DPH will contact selected applicants to proceed with the application process. Applicants who are not selected will not receive notification.

This position is subject to close at any time once a satisfactory applicant pool has been identified.

BENEFITS

Standard Benefits for Full-Time Salaried Employees
 In addition to a competitive salary, we offer a generous benefits package that includes a flexible schedule, training opportunities, health insurance, employee retirement plan (ERS GSEPS), deferred compensation, 13 paid holidays, vacation and sick leave, paid parental leave, dental, vision, long-term care, and life insurance.

Standard Benefits for Part-Time Employees

Part-time employees are eligible to participate in the Georgia Defined Contribution Plan and receive paid parental leave.