JOB TITLE: CONTRACT MANAGER

JOB CODE: 03095

SERIES NATURE OF WORK: The Contract Management job series describes work in the review and approval of contractual agreements and encumbrance documents.

DEFINITION: This is managerial and advanced professional work directing the review, analysis, and application of technical contract standards and policies in the Office of Comptroller Operations, Bureau of Payable Services, Contracts Division. An employee in this job is responsible for directing a broad segment of analytical and consultative contract management functions to support the processing of and enhancement to a wide range of contractual agreements, proposals, and amendments which include procurement, grant, memoranda of understanding, interagency agreements, and other commitment documents. Work involves managing subordinate supervisors and staff who perform in-depth analyses of contractual and fiscal content to ensure compliance with regulations, legislation, and sound business fiscal practices. Work also involves overseeing the development of process improvements and procedure manuals; developing and implementing procedures and policies related to the section’s functions; recommending and implementing performance measures, goals, and objectives for quality and timeliness of services and ensuring those standards are met; participating in the resolution of high level contract management issues; and assisting agencies in performing contract negotiations with potential contractors and recommending contract language to ensure terms and conditions are appropriate. Work involves communicating with program directors, commonwealth procurement officials, and agency executives. Supervision is exercised over subordinate supervisors who direct the work of the procurement or the grant/non-purchase order teams. Work is performed with a high degree of independence and is reviewed by the Chief, Contracts Division for attainment of objectives and overall effectiveness of operations.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.):

• Plans and directs, through subordinate supervisors, a broad segment of contractual activities and operations.

• Develops and implements procedures and policies.

• Recommends and ensures performance measures, goals, and objectives for quality and timeliness of services are met.

• Recommends and implements process improvements, and contributes to the development of contract management manuals.

• Participates in the resolution of highly complex, high-dollar contract management issues.

• Assists agencies in performing contract negotiations with potential contractors.

• Recommends, or oversees the recommendations for, improvements to draft contract

guidelines, agreements, or revisions to ensure terms and conditions are appropriate.

• Determines necessary corrective actions and prepares, or directs the preparation of, comprehensive responses or presentations to communicate resolutions to the agency.

• Reviews and recommends to the Chief, Contracts Division the approval or disapproval of all sole source grant justifications.

• Reviews and recommends to the Chief, Contracts Division the approval or disapproval of Project Requests for Oil and Gas Lease Funds.

• Performs the full range of supervisory duties.

• Employees in this job may participate in the performance of subordinates’ work consistent with operational requirements.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of contract procedures and policies.

• Knowledge of accounting principles and practices.

• Knowledge of computerized accounting processes.

• Knowledge of the principles and practices of employee supervision.

• Ability to interpret and apply procedures, regulations, and standard business practices to the fiscal management of contracts and grant agreements.

• Ability to establish and maintain effective working relationships.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

FULL PERFORMANCE KNOWLEDGES, SKILLS, AND ABILITIES: (NOTE: These are expected of an employee performing the work of this job at the full performance level. These may not be evaluated by the State Civil Service Commission or used for Civil Service examination purposes and are not position-specific performance standards.):

• Knowledge of state and federal laws, rules, regulations, and procedures impacting contracting functions.

• Knowledge of applicable SAP software transactions.

• Knowledge of the principles, practices, and techniques of employee training development.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities):

• One year as a Contract Management Supervisor;

or

• Five years of professional experience performing contract, accounting, or financial documentation and transactions review and analysis work including one year in a supervisory capacity, and a bachelor’s degree in finance, business, accounting, or a closely related field;

or

• Nine years of professional experience performing contract, accounting, or financial documentation and transactions review and analysis work including one year in a supervisory capacity;

or

• An equivalent combination of experience and training that includes one year of supervisory experience.