JOB TITLE: CHIEF, CONTRACTS DIVISION

JOB CODE: 03280

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 work in planning, organizing, and directing the contracts and related functions in the Office of Comptroller Operations, Bureau of Payable Services, Contracts Division.

The employee in this job is responsible for directing the contracting, service and commodity purchase orders, service requests for proposal (RFP), and grant agreement functions through subordinate managers. Work involves managing staff and operations involved in reviewing and approving or disapproving service and commodity purchase orders and participating in the solicitation process, and reviewing, evaluating, and analyzing contract documents. Work also involves developing, implementing, and administering policies and procedures related to the division’s functions; formulating performance measures, goals, and objectives for quality and timeliness of services and ensuring those standards are met; monitoring workflow and reassigning resources as needed; working with agencies on resolutions to contract management issues and problems and identifying improvements in the contracting processes; and assisting agencies in performing contract negotiations with potential contractors. Supervision is exercised over subordinate managers who direct the work of the procurements and grants/non-purchase order functions. Work is performed with a high degree of independence and is reviewed by the Director, Bureau of Payable Services 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.):

• Plans, organizes, and directs the work of division staff and manages overall operations.

• Develops, implements, and administers policies and procedures related to the analysis of key controls and reporting requirements, customer service inquiries, and issue resolution.

• Develops and tracks performance measures for the division and implements annual and long-term plans to address deficiencies.

• Identifies workflow issues and redeploys resources to address needs.

• Addresses escalated issues and provides resolution.

• Provides assistance and guidance to commonwealth agencies with contract management issues and prepares or directs the preparation of extensive communications to agencies and contractors.

• Advises agency chief contract negotiators of necessary revisions to contract language, contract work statements, and contract terms.

• Participates on proposal evaluation committees, either as a voting or non-voting member.

• Assists agency management in developing proposal review guidelines and standards, and establishing evaluation guidelines.

• Develops, or directs the development of, contract management manuals for use by division staff.

• Oversees and directs staff in the completion of all special projects and analyses as a result of pending investigation, litigation, inquiries, reports, expenditure projections, and budget presentation materials.

• Manages staff involved in complex technical reviews, evaluations, and analyses of contract documents originated by the agencies, including Blue Backs, grant agreements, memoranda of understanding, interagency agreements, and Guaranteed Energy Savings Agreements to ensure conformance with commonwealth policy, procedures, and standards.

• Directs staff involved in reviewing direct costs in contracts for reasonableness and fairness in relation to the overall contract and services to be provided.

• Manages staff involved in assisting agencies in developing RFPs and Invitations for Bid to ensure that the contract preparation, awarding, and execution processes are performed within established policy, regulations, and procedures.

• Analyzes recommendations and approves or disapproves grant program procedures at agencies.

• Performs the final review and makes recommendations to Bureau Director for the approval or disapproval of all sole source grant justifications.

• Reviews and recommends to the Bureau Director the approval or disapproval of Project Requests for Oil and Gas Lease Funds.

• Performs the full range of supervisory duties.

• The 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 procedures and policies.

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

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

• Knowledge of accounting principles and practices.

• Knowledge of computerized accounting processes.

• Knowledge of the principles and practices of employee supervision.

• 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 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 Manager;

or

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

or

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

or

• An equivalent combination of experience and training that includes two years of supervisory experience.