JOB TITLE: CONTRACT MANAGEMENT SPECIALIST 1

JOB CODE: 03565

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 beginning level professional work involving 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 analyzing contractual agreements to ensure commodity and service purchase orders or invoices are processed within appropriate regulations. Work involves an in-depth analysis of procurement, grant, memoranda of understanding, interagency agreements, and other commitment documents to determine if funds are being utilized in accordance with published directives, appropriated funding purposes, and sound contract administration practices. Work also involves analyzing procurement documents, taking action based upon clearly defined criteria, and applying professional judgment to the contractual transaction to ensure budgetary appropriateness and fiscal responsibility. Employees in this job interact with internal contract and accounting staff and agency representatives on contractual fiscal issues. Work is performed under the direction of the Contract Management Supervisor who provides general guidance and reviews work in progress or upon completion for adherence to procedures, standards, and timeframes.

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.):

• Reviews and interprets contract language to determine appropriateness of procurement documents for continued processing.

• Analyzes and approves or rejects stand-alone or contract related purchase orders for commodities and services in accordance with procedures and policies.

• Analyzes and takes appropriate action on liquidation requests to reduce or close out an encumbrance or to notify the agency why a request cannot be processed.

• Prepares purchase orders resulting from statewide contracts, supply contracts, small dollar services, or non-encumbered fully executed contracts.

• Reviews lease agreements and amendments to determine proper account coding for lease transactions, and establishes encumbrances prior to the Department of General Services’ final approval.

• Analyzes fund commitment documents to determine if fund balance should be lapsed or rolled.

• Provides guidance to agencies on procurement issues.

• Performs the full range of supervisory duties.

• An employee in this job may participate in the performance of subordinates' work consistent with operational or organizational requirements.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of contract methods and principles.

• Knowledge of computerized accounting processes.

• 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 accounting principles and practices.

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

• Knowledge of applicable SAP software transactions.

• Ability to analyze and interpret procedures, regulations, and standard business practices for their fiscal application to contractual agreements.

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

• One year of experience performing contract, bookkeeping, or financial documentation and transactions review work, and a bachelor’s degree in finance, business, accounting, or a closely related field;

or

• Five years of experience performing contract, bookkeeping, or financial documentation and transactions review work;

or

• An equivalent combination of experience and training.