Contract Monitor - Ryan White Program

Recruitment #220528-H10B-10

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 a full time Contract Monitor – Prevention Program providing support to the Sexual Health and Harm Reduction Service to serve in the Oklahoma City, Oklahoma. This is a state employee position (PIN 34002482) governed by the Civil Service Rules, located in Oklahoma City, Oklahoma. 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 $55,000.00, based on education and experience.

Position Summary:
The primary function of this job is contract development with external community based organizations (CBOs), HIV clinics and other potential service providers to develop grant-funded contracts/renewals/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 per funding requirements and as needed to ensure compliance with state and federal regulations. The position monitors all contracts as assigned to ensure each contractor is compliant and that they are invoicing within the scope of work with reasonable and allowable charges. The position provides feedback and reports for budgetary expenses, in order to provide the services outlined by the federal grant. These contracts are necessary to ensure the implementation of grant objectives, activities and deliverables at the state and local levels. The contract monitor will also assist in tax reconciliation for those clients receiving Marketplace Insurance assistance and coordination of money due back to the program as a result of that reconciliation.

Position Responsibilities /Essential Functions:
Contract Development
•Work with OSDH staff and external partners to develop grant-funded contracts/renewals/request for proposals (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 RFPs, and transmittals as well as obtaining the necessary approvals for contracts/renewals.
•Work with the Clinical Quality Program Manager and Administrative Program Manager 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.
Contract Monitoring
•Monitor contracts according to the Health Resources and Services Administration, HIV/AIDS Bureau (HRSA/HAB) Contract Monitoring Standards for the Ryan White program along with Contract Monitoring and Administration System (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.
•Coordinate and conduct annual fiscal site visits according to the OSDH Financial Compliance Screening Tool, HRSA Monitoring Standards, and Ryan White Program policy.  Prepare site visit reports.  Work with the OSDH Auditors to ensure compliance.
•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. Provide feedback to the Ryan White Administrative Program Manager on grant applications, budget revisions and reports.
•Assist in the review of tax documents and reconciliation of those documents to ensure that PTC tax refunds owed back to the Ryan White ADAP program are documented and vigorously pursued.  Assist with the establishment of payment plans for clients and recording and monitoring payments received.

Other Duties:
•Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior as outlined by OSDH.
•Works effectively and participating in team environments, and assisting their peers.
•Extra duties as assigned.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position. 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 partners; 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 climate controlled settings and exposure to moderate noise levels, but also includes various public/community establishments used for training classes, presentations, meetings, and other required duties. 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.

Travel Requirements:
Work related travel is required to and from contracted sites and other destinations as necessary.

 

MINIMUM QUALIFICATIONS

Requirements consist of a Bachelor’s Degree in accounting or equivalent area and a minimum 2 years of contract management/audit experience or Associates Degree and 3 years of contract management/audit experience. In lieu of a Bachelor’s Degree, equivalent experience, up to 7 years of contract management/audit experience will be accepted.

Preferred Qualifications:
Experience managing contracts for state agencies.
Experience with income tax preparation and reconciliation.
Experience with fiscal auditing.

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.