Job Description

DEPARMENT OF ECONOMIC SECURITY


Your Partner For A Stronger Arizona.



DES works with families, community organizations, advocates and state and federal partners to realize our collective vision: A thriving Arizona.



DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals, families, and communities for a better quality of life.

CONTRACTS MANAGEMENT SPECIALIST 3

Job Location:


Child and Community Services Division (CCSD)

1789 West Jefferson Street, Phoneix, Arizona 85007


Posting Details:


Salary: $56,453-$60,499



Grade: 20



Closing Date: February 25, 2024


Job Summary:





DES is seeking an experienced and highly motivated individuals to join our team as a Contracts Management Specialist 3. This position manages all post-award aspects of contracts/grant agreements, including Intergovernmental and Interagency Agreements. Ensures the Division's strategic objectives are achieved by participating in the development of Standard Work. Authorizes payments, collects/ reviews required reports, prepares grant/contract amendments, reviews and enters budgets into the Division's financial system, monitors for contract compliance, completes sub-recipient risk assessments on an annual basis, and prepares various reports and correspondence. Coordinates and ensures the quality of the work product and efficiency of procedures. Builds effective business relationships with federal, state and tribal agencies as well as community partners. The position primarily serves to administer contracts, provides training and technical assistance to contractors, coordinates and participates in on-site or virtual monitoring throughout the state, and ensures required and critical contract documentation is maintained and tracked (e.g., sub-recipient forms, financial audits, insurance documents, reports, and invoices). Attends required meetings and trainings. Responsible for the timeliness, accuracy and quality of all aspects of the contract work products. In-state travel is required.



This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.



The State of Arizona strives for a work culture that affords flexibility, autonomy and trust. Across our many agencies, boards, commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices and in hoteling spaces. All work, including remote work, should be performed within Arizona, unless an exception is properly authorized in advance.



Job Duties:


Essential Duties and Responsibilities include but are not limited to:




Coordinate with the DES Office of Procurement and program staff in the development and execution of contract/ grant documents as necessary. Process grant/contract amendments (e.g. contract extensions, Scope of Work revisions, and contract/grant reimbursement ceiling adjustments, etc.) and invoices as necessary. Conduct desk monitoring of contracts/grants, including but not limited to ensuring contract/grant compliance with federal and state laws, regulations and Department policies and procedures. Review for acceptability of fiscal and programmatic reports, insurance and audit documents, and fingerprint and central registry as appropriate. Review contractor budgets and work with fiscal staff to track contractor expenditure patterns. Complete all necessary documents and tasks for newly established contracts/grants. Draft Demands for Assurance/Letters of Concern correspondence as requested. Coordinate on-site or virtual grant/contract Compliance Reviews of contractors throughout the state. Conduct administrative and fiscal components of the compliance review. Assist in programmatic component of compliance review when requested. Prepare and distribute the monitoring report. In-state travel. Contact with vulnerable adults. Upon request, and in coordination with the program, fiscal, and other staff (as necessary), provide contract/grant related training to contractors. Provide timely, appropriate, and professional technical assistance. Document the technical assistance process/outcomes and take appropriate action as warranted by the situation. Ensure accurate contractual related information is captured in the data tracking systems. Maintain current and complete contract files. Ensure critical activities and issues are documented in contract files. Communicate with providers when corrections are required to ensure documentation is in compliance. Complete an annual risk assessment and evaluation for each contract/grant agreement, including sub-recipient information and fact sheets. Manage division assigned contracting and grant efforts that impact services statewide. Carry out a variety of contract/grant related tasks. Administer contracts/grants in compliance with applicable contracting laws, regulations, policies and procedures. Initiate and/or review contract/grant documents for completeness. In collaboration with the program staff, prepare and review Corrective Improvement Plans (CIP). Track contractor responses to CIP and items within the report of findings. Work with the program staff to ensure timely distribution of responses. Ensure up-to-date information is documented in the monitoring tracking system. Participate in the formulation and execution of Division Standard Work. Participate in analyzing and evaluating work procedures for the unit.


Knowledge, Skills & Abilities (KSAs):


Knowledge of:

Federal laws/regulations and State statutes pertaining to procurement and contract administration Fundamentals of budget development and expenditure control State procurement code, DES and Division specific contract policies and procedures, high-level DES Request for Proposal (RFP) process and/or Request for Grant Application (RFGA), Uniform and DES Special Terms

and Conditions, and Division fund source requirements

Contracting policies and procedures specific to contract administration and

monitoring



Skills In:

Oral and written communication Data/financial analysis and evaluation Prioritizing workload, problem identification and resolution, and time-management Establishing, building and maintaining professional relationships with co-workers, contract staff, and contracted and governmental agency representatives Using a variety of computer software packages (e.g., Microsoft Office Excel, Word, databases, Access, PowerPoint, SharePoint, Google Suite, Accounting systems, etc.)


Ability to:

Write clear, concise and accurate reports Effectively, efficiently, and concurrently manage multiple, varied tasks in a fast paced, time-sensitive work environment Interpret, apply and implement laws, rules, regulations, policies and procedures and functions of units Plan, organize, coordinate and prioritize activities to best meet department needs Effectively manage contracts (award, management, monitoring, closure) Give presentations and speak before the public Interface with judicial, quasi-judicial and administrative entities at varying levels of government within a multitude of jurisdictions


Selective Preference(s):


This ideal candidate for this position will have:



Prefer a Bachelor's degree in business or public administration, management, finance or other related field and 1 year of contract management experience which includes preparing professional level documents and analyzing numerical/financial data; OR 3 years of contract management experience which includes preparing professional level documents and analyzing numerical/financial data.


Pre-Employment Requirements:


Be subject to a search of Child Protective Services Central Registry and the Adult Protective Services Registry pursuant to A.R.S.

46-459.

A.R.S. 41-1968 Each employee of the department who has contact with children or vulnerable adults shall have a valid, unrestricted

Level One fingerprint clearance card issued pursuant to section A.R.S. 41-1758.07.

In-state travel is required. Driver's License Requirements Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11). Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency's ability to reasonably accommodate any restrictions. All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify.


Benefits:


The Arizona Department of Economic Security offers a comprehensive benefits package to include:



Affordable medical, dental, life, and short-term disability insurance plans Participation in the Arizona State Retirement System (ASRS) and long-term disability plans 10 paid holidays per year Vacation time accrued at 4.00 hours bi-weekly for the first 3 years Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program). Sick time accrued at 3.70 hours bi-weekly Deferred compensation plan Wellness plans Tuition Reimbursement Stipend Opportunities Infant at Work Program Rideshare and Public Transit Subsidy Career Advancement & Employee Development Opportunities Flexible schedules to create a work/life balance

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.





Retirement:


State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.



On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.



Contact Us:


For questions about this career opportunity, please contact us at 520-235-3174 or OODHRstaffing@azdes.gov.



The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 520-235-3174 or OODHRStaffing@azdes.gov. Requests should be made as early as possible to allow sufficient time to arrange the accommodation