Contracts Specialist

Company: National Association of Public Health Statistics & Information Systems
Job type: Full-time

The Contracts Specialist is responsible for managing all aspects of the contract cycle at NAPHSIS. This includes all contracts or Cooperative Agreements that NAPHSIS enters into, as well as, contracts and agreements specific to vital records jurisdictions in their work with NAPHSIS. The individual will ensure that appropriate documentation for all contracts is maintained; that contracts are set up appropriately in the accounting systems; expenses are recorded against the contracts; compliance with contract terms; and that contract close out procedures are followed. The Contracts Specialist will also be responsible for reviewing financial status reports (FSRs) for all federal awards as well as overseeing all reporting requirements for all federal agreements and other contracts awarded to NAPHSIS. Key Duties and Responsibilities include: Maintain contract management process for systems agreements, data sharing/exchange agreements, professional service contracts, awards and purchase agreements/contracts. This process includes: o Creating and maintaining a system to manage the contract process from initiation and proposal stages through contract completion. This will include developing processes to appropriately classify contracts as sub-awards and monitor the sub-recipients and/or contractors; o Maintaining an alternative contract language library and amend existing contract templates in collaboration with our Legal department. o Exercising exceptional knowledge and judgment of the legal, financial, regulatory, and business risk in purchase order and commercial contract terms and conditions. Must be able to communicate these risks to company decision-makers. o Ensuring all appropriate documentation is kept up to date and readily available, compiled and easily accessible by all staff, including, but not limited to bid or sole source documentation; contractor tax ID numbers, deliverables, staff CVs, and audits (as appropriate); o Working with Accounting staff to submit annual Indirect Cost Rate proposals for use in contracts and agreements as needed; o Ensuring that all contract information, including payments, is entered and maintained in the accounting software; o Maintain credentials and continuity of access to all Federal websites involved in the cooperative agreement and contracting process. Create, implement and maintain contract management process for revenue contracts i.e.: contracts where NAPHSIS is the contractor. For all awards (unless otherwise specified) o Serve as the point person and coordinator for preparing proposal submissions in compliance with applicable standards, regulations, and guidelines; o Develop and maintain a schedule of funding cycles, proposal submissions, and reporting deadlines. Ensure that program staff are aware of and comply with applicable deadlines; o Assist program staff with the development and analysis of project budgets; o Work with relevant program staff, ensure that progress reports are submitted in a timely manner; o Assist with administrative procedures, as needed, to facilitate timely and responsible processing of contract documentation. o Ensure that all financial award information is entered into Accounting Software in a timely manner; o Review monthly program financial statements to provide an additional high-level review of financial statement. o Acquisition Planning Assistance (including market research and recommending procurement strategy) o Acquisition Document Developing (including cost/price estimates, quality assurance, surveillance plans, statement of work, synopses, solicitations, price negotiation, memoranda, etc.). o Expert Assistance in supporting proposal evaluations (including price/cost analysis or technical proposal analysis) o Contract Administrator support services (including assistance with reviewing contractor performance, developing contract modifications, updating contract folders and investigating reports of contract discrepancies) o Contract close-out assistance Provide continual monitoring of Grants/Cooperative Agreement/Contracts issuance websites to seek out new funding opportunities for the organization Other relevant duties as assigned. Education/Experience: Accounting or other relevant degree required. CPA preferred. 3 5 years experience managing or auditing federal awards, preferably HHS awards. Familiarity with OMB Circulars A-110, A-122, A-133 required. Demonstrated proficiency with MS Word, Excel, and Outlook required. Knowledge of Quickbooks preferred. Experience with managing vendors and public health projects preferred. Skills and Abilities: Demonstrated ability to manage multiple deadlines and priorities. Demonstrated ability to create, implement and maintain contract management processes and systems. Demonstrated ability to work across departments and with external partners. Excellent written, oral and interpersonal skills, project management skills. Special Requirements: Infrequent domestic travel (2 4 times/year) no international travel. Working Conditions and Physical Effort: Position may require long periods of sitting based on nature of work products. May require lifting up to 45 lbs. Please send cover letter and resume to Shawna Webster, NAPHSIS Executive Director no later than November 20th, 2020. Email: . No calls please. This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents may be required to follow any other instructions, and to perform any other related duties, as may be required . Portions of this position may be funded under a cooperative agreement between NAPHSIS and the Centers for Disease Control and Prevention. The cooperative agreement is renewable on an annual basis.

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