Contract Monitor

Recruitment #220208-f11a-01

Introduction

The Oklahoma State Department of Health (OSDH) is committed to leading Oklahoma to prosperity through health. Our mission is to protect and promote health, prevent disease and injury, and cultivate conditions by which Oklahomans can thrive. We value respect, collaboration, and service. 

OSDH is seeking 3 full time Contract Monitors providing support to the Acute Disease Service. This is a state employee position for PINs 34004439, 34004440, and 34004441 governed by the Civil Service Rules, located in Oklahoma City, OK. OSDH offers a comprehensive Benefits Package, including a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.  For more information about the benefit allowance, follow this link  Plan Year 2022. The annual salary for this position is up to $45,000.00, based on education and experience.

Position Summary:
The primary function of this job is contract development with internal and external partners to develop grant-funded contracts/renewals/invitations to bid/requests for proposals for sub-recipient and vendor contracts according to the approved grant notice of award. This includes developing scopes of work and transmittals and obtaining approval on said contracts/renewals. The position provides technical assistance to all contractors and conducts site visits as needed. The position monitors all contracts as assigned to ensure each contractor is compliant and ensures that they are properly invoicing. The position provides feedback and reports for budgetary expenses. In order to provide the services outlined by the federal grant, the Acute Disease Service must have contracts with sub-recipients to ensure the implementation of grant objectives, activities and deliverables at the state and local levels.

Position Responsibilities /Essential Functions
Contract Development
– Work with OSDH staff and external partners to develop grant-funded contracts/renewals/ITBs/RFPs for contracts according to the approved grant notice of award. This includes but is not limited to developing scopes of work, scoring tools for ITBs, and transmittals as well as obtaining the necessary approvals for contracts/renewals. Work with the grant managers to assist in developing the federal grant application and budgets for current and future contracts. As needed, work with appropriate OSDH staff to ensure the risk assessment is completed in order to develop the monitoring plan. Work with the OSDH Auditors to ensure compliance.

Contract Monitoring – Monitor contracts according to the CMAD Manual and the contract monitoring plan. Assist the contractor with complying with the terms and conditions of the contract and applicable laws and regulations; preventing non-compliance by identifying and resolving potential problems by providing consultation and technical assistance. Maintain contract documentation. Review invoices and verify delivery of services. Process invoices within 10 working days of receipt unless additional documentation or corrections are requested. Review the monthly progress reports submitted by the contractor to ensure contract requirements are upheld. Work with the contractor, Budget and Funding, and Procurement to complete budget revisions and contract modifications. Complete site visits as needed.

Technical Assistance – Assist contractors with complying with the terms and conditions of the contract and applicable laws and regulations; preventing non-compliance by identifying and resolving potential problems through consultation and technical assistance. Attend meetings to assist the contractor with any contractual issues that may arise. Maintain clear and effective communication with contractors on a regular basis and demonstrate good customer service skills. 

Other Duties:
Duties, responsibilities, and activities may change at any time with or without notice.

Valued Knowledge, Skills and Abilities:
Requirements include the ability to plan, coordinate and manage contracts within grant guidelines and agency policies and procedures; establish and maintain effective working relationships with internal and external customers; communicate effectively both orally and in writing; interpret, analyze, and resolve highly complex administrative and contracting problems; utilize Excel spreadsheets for budget preparation and the analysis of expenditures.

Physical Demands and Work Environment:
Work is typically performed in an office setting with a climate controlled settings and exposure to moderate noise level. While performing the duties of the job, employee is required to talk, stand, walk, and reach with hands and arms.  This position requires long period of sitting and daily use of computer and phone. Applicants must be willing to perform all job-related travel associated with this position.

Travel Requirements:
Applicants must be willing to perform all job-related travel associated with this position.

 

MINIMUM QUALIFICATIONS

Bachelor’s degree and two years of work experience in public administration, procurement, finance, business administration or management, complex clerical work, or other closely related area. One year of state purchasing or contracting experience, Certified Procurement Officer (CPO) certification, or management experience in a public health agency are preferred.

Work experience may be substituted for years of required education; Four years of highly complex clerical office experience.

Preference may be given to applicants with contract monitoring experience.

NOTES

REQUIREMENTS:
If education, certification or licensure is required to meet qualifications, applicants must provide documentation at the time of interview.

All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.

FOR ADDITIONAL INFORMATION ABOUT WORKING AT THE OKLAHOMA STATE DEPARTMENT OF HEALTH CLICK HERE

Please read instructions carefully and include all required documents when you submit your application.

No additional information will be accepted after the application has been submitted.


Click on a link below to apply for this position:

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View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.