Contract Administrator - CA III - HYBRID

The Work Unit:

This work unit exists in the Procurement and Contracts Section and provides central procurement and contract formation services to the Air Pollution Control Division (APCD) within the Colorado Department of Public Health and Environment. The Procurement and Contracts Section exists to provide contract and solicitation planning, direction, coordination and oversight to Division leadership and Division’s programmatic staff and other stakeholders both internal and external to the CDPHE. The Section services as the subject matter experts on all procurement and contracting development for the department. 

What you will be doing

This position is a permanent, full - time position that serves as a Contract Administrator. In accordance with the department' s Procurement and Contracts Section contracts and procurement standards, this position performs a full range of contractual, and analysis services to the Department, which includes drafting, compiling and routing full contract packages, compliance drafting and revising statements of work ( SOW) that accurately reflect program work plans, reviewing vendor agreements, reviewing redlines to FO and contract terms and conditions, creating purchase orders, reviewing waiver requests, providing consultation and guidance to program staff to ensure understanding and adherence to federal and state requirements, assisting with the development of standards, guidance and tools to support customers, collaborating with assigned Division' s compliance, fiscal , and program staff to efficiently and effectively process contracts, purchase orders, and other agreements in a timely manner, and making recommendations to the program managers to ensure complete and appropriate utilization of funds in contracts. This position maintains a tracking log, drafts correspondence, maintains electronic files, and establishes timelines for the programs they support

Job Duties:

Contract Administration 

Consultation and guidance:

• Serves as the main point of contact and ensures clear communication, consultation, and guidance to customers. Guides program staff on all contracting solutions that meet the program's needs and conform to all applicable requirements.
• Independently works with and supports program staff by providing contract consultation and guidance on procurement method and type of agreement action to be initiated: purchase order, contract, contract amendment, grant, contract renewal letter/ option letter. Coordinates contract consultation with program, fiscal, and monitors.
• Participates in contract performance discussions and consults programs on contract amendments in effort to prevent or resolve noncompliance issues.

Contract writing:

• Manages assignments with input from Contract Leads and Contract Managers, ensuring all contract administration tasks are completed on time. Communicates with customers and managers throughout the contract development and execution.
• Provides initial review of Vendor Agreements with minor adjustments and redlines. Coordinates with the program to send redlines to vendors for their review. Works with the worklead or supervisor on vendor's comments to redlines. Submits vendor agreement to FCS d i rector for signature.
• Independently drafts purchase orders, contracts, amendments, renewals, and other modifications in accordance with the department's Procurement and Contracts Section contracts and procurement standards and processes, including the use of standard contract templates.
• Requests, tracks, and archives insurance certificates, insurance waivers, and other waivers as needed.
• Maintains, enters, and records entries into the following State systems to ensure compliance within the CDPHE CORE (Colorado Operations Resource Engine), Contract Management System (CMS), request submissions systems, trackers, and DocuSign, the department's electronic signature system for contracts. Tracking includes requests, development, and completion.
• Ensures accuracy by performing quality assurance reviews and independently evaluating documents for completeness and accuracy to process requests in an efficient and effective manner. Performs final accessibility check or the final commitment voucher and exhibits.
• Obtains program approval for final documents and routes to contractor for approval and signature. Prepares and assembles internal and external routing forms, CORE and CMS documents, Personal Service Certification forms and justifications as appropriate, monitor contract status throughout the approval process. Follows OIT routing process for tech agreements, including requesting OIT initial review prior to final contract review.
• Carries out procedures for notification to programs of fully executed contracts, vendor agreements and purchase orders.
• Maintains all contract documentation electronically according to file plan and record retention requirements.

Compliance:

• Ensures complete and appropriate purchase orders and contract packages that adhere to Fiscal rules, Procurement rules, State Statutes, OIT requirements, department policies and guidance, and division reporting and confidentiality requirements. Gather all exhibits and supporting documents for contract packet.
• Identifies and resolves discrepancies between contract and/or SOW language and budgets. Analyzes, evaluates, and recommends solutions and/or reallocation of funds as appropriate.
• Collaborates with fiscal and compliance officers to provide programs with technical guidance in contract drafting and contract management.
• Receives and reviews purchasing and contracting documents from program staff to ensure the documents adhere to the State fiscal/procurement rules and CDPH E purchasing and contract policies.
• Maintains current knowledge, proficiency, and training in all applicable state, federal, and departmental rules, regulations, policies and procedures and acts as a resource and guide to program staff.
• Reviews applicable documents and actions to ensure compliance with applicable rules and regulations. Includes preparing and submitting Fiscal Rule waiver forms to PCU Manager/ PCS Director. Reviews with the work lead or supervisor to complete terms and conditions initial review, redlines, and negotiation.

Statement of Work Development   

• Serves as a Statement of Work (SOW) compliance specialist and work plan liaison to division program staff by providing technical assistance, consultation and guidance from conception to execution of agreements. Provides technical assistance, guidance and support based on program and/ or contractor needs and expertise.
• Advises, educates and supports program staff to ensure understanding and compliance with proper procedure and timeframes needed to successfully develop a strong and legally binding SOW/ work p l an.
• Revises and edits SOWs for compliance, using the initial program draft from solicitation and/ or consultation meeting. Coordinates SOW reviews and edits with programs including addressing contractor questions and/ or concerns.
• Revises, recommends, develops, and reviews SOWs and works with program staff to ensure SOW language is within grant guidelines, state and Department rules and policies, and confidentiality requirements. Ensures adequate description of deliverables, and timelines are included in the SOW.
• Performs negotiations with program and/ or contractors, as necessary and when required, to establish the SOW and the budget for funded projects.
• Performs quality assurance reviews, such as analysis of the sequence and schedule of proposed deliverables, program objectives and available data to verify the actual SOW/ work p l an is adequately described; evaluation of the stated performance controls to ensure there is a reliable basis for verifying service deliverables; ensuring the financial documentation required i s adequate to ensure costs are adequately reflected; reviewing the SOW for budget alignment and notifies program and fiscal partners when there i s not alignment.
• Obtains work lead or managers approval along with program approval for the final documents and routes for processing.

Other Duties as Assigned

Attends meetings, serves on task forces or teams, completes projects, and performs other duties as assigned by the supervisor.

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application. 

Class Code & Classification Description: (New)

Six (6) years of experience in contract administration, public policy or closely related work assigned to the position.

OR

A combination of related education and/or relevant experience in contract administration, public policy, contract monitoring or closely related work assigned to the position equal to six (6) years

• If using education to qualify for this position a copy of your transcripts (unofficial acceptable) or diploma must be provided with application. (if either are unavailable please email the department contact for this posting, listed above)
• If using work experience to qualify for this position, please provide an adequate description in the work experience section of the application. Do not write "see resume".
• If you are a veteran, a copy of your DD214 attached to your colorado.gov/jobs application.

PREFERRED QUALIFICATIONS

In addition to the minimum requirements, the successful candidate in this position will have the following experience:   

• Previous State Service related to the work assigned to the position (REQUIRED)
• Knowledgeable and highly proficient in all Microsoft Suite applications
• Knowledgeable and highly proficient in Google applications, specifically Gmail and Google drive
• Knowledge and Experience with State of Colorado Procurement
• Awareness of state of Colorado fiscal rules, procurement rules, and dollar thresholds
• Strong sense of professionalism, including a strong work ethic and reliability CORE (Colorado Operations Resource Engine) experience
• Effective conflict management skills, which includes demonstrating professional and respectful behavior while navigating high pressure situations
• Credibility and confidence; strong interpersonal skills; demonstrated proficiency working collaboratively with internal teams, technical and community partners, and diverse public stakeholders
• Outstanding skills and abilities in verbal and written communications
• Excellent organizational skills; the ability to set, track, and accomplish priorities, goals, and timetables to achieve maximum productivity, knowing the status of activities at all times
• Critical thinking; ability and motivation to develop creative solutions to complex, interpersonal, process, and systemic challenges
• Initiative & self-management; the passion and ability to dive into the work and accomplish tasks within established time frames
• Self-efficacy, flexibility and adaptability; high tolerance for ambiguity and ability to perform research to identify appropriate courses of action
• High level of Integrity and willingness to follow policies, processes, rules and regulations

CONDITIONS OF EMPLOYMENT

• A pre-employment background check will be conducted as part of the selection process.

Appeal Rights: (Updated)

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgment of the Department’s action.

For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.

A complete application packet must include:

• Completed State of Colorado application.
• Answered supplemental questions.
• If using education to qualify for this position a copy of your transcripts (unofficial acceptable) or diploma must be provided with application. (if either are unavailable please email the department contact for this posting, listed above)
• If using work experience to qualify for this position, please provide an adequate description in the work experience section of the application. Do not write "see resume".
• If you are a veteran, a copy of your DD214 attached to your colorado.gov/jobs application.

The Selection Process:

1. All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.
2. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.

• Part of, or all of, the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.

1. A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

E-Verify:  CDPHE uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

ADAAA Accommodations:

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. The Colorado Department of Public Health and Environment is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator at cdphe_benefits@state.co.us or call 303-692-2060, option 5.