JOB TITLE: CONTRACT MANAGEMENT SUPERVISOR

JOB CODE: 03580

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 supervisory and advanced professional work in 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 supervises a team of Contract Management Specialists responsible for the analysis and evaluation of contractual agreements and amendments to ensure procurement transactions are processed within appropriate regulations or for the evaluation and consultation to support the enhancement of contractual agreements, proposals, and amendments which include procurement, grant, memorandums of understanding, interagency agreements, and other commitment documents. Work involves providing direction and guidance to contract staff who perform in-depth analyses of contractual and fiscal content to ensure compliance with regulations, legislation, and sound business fiscal practices. Employees in this job may assist in the development and delivery of training to Office of Comptroller Operations and agency personnel. Work also involves recommending process improvements and implementing procedures; recommending, implementing, and tracking performance measures, goals, and objectives for quality and timeliness of services and ensuring those standards are met; assisting agencies in contract negotiations; and participating in the resolution of contract management issues. Employees in this job communicate with internal contract and accounting executive staff and agency officials on a wide variety of contractual matters. Supervision is exercised over a team of Contract Management Specialists performing procurement or grant/non-purchase order functions. Work is performed with a high degree of independence and is reviewed by a Contract Manager for adherence to standards and timeframes and for attainment of objectives and overall effectiveness.

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.):

• Supervises a contract management team in the review, analysis, and evaluation of a wide variety of contractual documents.

• Recommends and ensures performance measures, goals, and objectives for specific quality and timeliness standards are met.

• Contributes to the development of contract management manuals.

• Oversees the review and development of recommendations for improvements to draft contract guidelines, agreements, or revisions.

• Oversees the review and approval of service and commodity transactions and the participation in the solicitation process.

• Assists agencies in developing complex service agreements, and participates with DGS to develop new strategic sourcing contracts.

• Assists agencies in final contract negotiations involving complex cost elements and fiscal implications by guiding agencies on best practices for pricing and payment strategies aligned with the type of grant, construction, or procurement activity.

• Participates as a non-voting member to ensure impartiality in the selection process or performs detailed review of request for proposal documents to provide input and recommendations on payment terms, validation on the propriety of cost proposals, and other fiscal issues.

• Determines necessary corrective actions; prepares, or directs the preparation of, detailed responses or presentations; and communicates resolutions to the appropriate agency staff.

• 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 accounting principles and practices.

• Knowledge of contract procedures and policies.

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

• Knowledge of the principles and practices of employee supervision.

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

• Knowledge of applicable SAP software transactions.

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

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

• One year as a Contract Management Specialist 3;

or

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

or

• Eight years of professional experience performing contract, accounting, financial documentation and transactions review and analysis work;

or

• An equivalent combination of experience and training.