Contracts Specialist

AGING AND LONG TERM CARE OF EASTERN WASHINGTON

JOB DESCRIPTION 

Position Title:  Contracts Specialist

Department: Contracts 

Supervisor: Contracts Manager

Exempt/Non-Exempt: Non-Exempt

Position Overview:

The Contracts Specialist is responsible for maintaining and managing ALTCEW’s contracting procedures, including conducting Requests for Proposal/Qualification processes and/or open procurement processes to secure qualified providers, developing contracts, providing technical assistance, and monitoring performance. This position is responsible for the day-to-day management of assigned areas and solves problems following established policies, procedures, and methods. Contracts Specialists work collaboratively with internal and external entities, providing training, utilizing and managing ALTCEW data systems, analyzing program data, reviewing cost reports and budgets, monitoring contracts to assure compliance with federal, state, and local requirements, and developing contract amendments based upon changing requirements or funding. This position ensures compliance with all policies and procedures for the assigned operational functions.  

Essential Functions and Responsibilities include the following:

• Develops and supports a network of contracted services to meet agency and community needs.
• Supports the development of contracted services that comply with state and federal requirements. This includes identifying qualified providers and negotiating contract terms and conditions that follow best practices, meet funding requirements, and are systematically supported within the agency.
• Serves as a lead for solicitation processes to recruit qualified providers for needed services and ensures that the quality of services is delivered per contract and legal requirements.
• Provide timely and responsive technical assistance, support, and guidance to ALTCEW case managers, contractors, and other staff regarding ALTCEW programs and contracted services as requested to maintain high-quality service provision.
• Ensures that contracting processes meet internal and external deadlines for contract development, execution, and implementation.
• Interpret RCWs, WACs, and other governmental regulations and statutes for application across programs, policies, and contracts in consultation with relevant Management Team members.
• Contracts Specialist demonstrates subject matter expertise in the portfolio of assigned contracts.
• Uses a variety of data systems, including entering and querying program data and reporting on program outcomes.
• Monitors program performance, service delivery, and outcomes of assigned programs, subcontractors, and vendors.
• Coordinates, reviews, and analyzes contract/program standards, guidelines, and policies and advises staff and contractors as necessary for compliance.
• Reviews and analyzes program reports for completeness and accuracy and identifies trends and areas of improvement.
• Responsible for preparing reports informing leadership on the program performance of various contracts.
• Compiles data and drafts reports on services delivered, as assigned.
• Compiles information from monitoring reports for use in preparing performance evaluation analysis, as assigned.
• Participates in developing ALTCEW's Annual Program/Fiscal Monitoring Plan for the Director’s approval.
• Prepares/reviews debarment reports for all contracts.
• Reviews and collaborates with accounting staff on monitoring financial reports.
• Collaborates with accounting to provide onsite monitoring of administrative and fiscal records, operating and budgetary procedures, and service delivery.
• Trains staff, volunteers, and contractors on service standards, guidelines, policy directives, and management bulletins from governmental funding sources.
• Facilitates interagency coordination with local and state organizations on program matters, as assigned.

• Attends and represents ALTCEW at meetings and presentations throughout the community and with State and Federal partners.
• Works collaboratively with other Contracts Specialists, ALTCEW staff, and contracted providers.
• Develops and maintains procedures for contract management and administration.
• Other duties may be assigned.

Skills, Knowledge, and Abilities

• Knowledge of aging and long-term care supports and services, including the Area Agency on Aging service network.
• Knowledge of regulations, rules, principles, and practices governing contracted services in Washington State.
• Demonstrates self-awareness and taking ownership of scope of work, ensuring accountability and effectiveness.
• Follow through on commitments and make informed decisions by weighing alternatives and diving into multiple options to determine the best action.
• Proficient in public speaking and influencing and persuading others using independent research and sound judgment. 
• Must have strong interpersonal, written, and oral communication skills.
• Creative, strategic, and analytical thinker who can manage multiple tasks.
• Must be highly organized and able to work well with others.
• Ability to provide support for organizational change initiatives.
• Ability to coach people and teams effectively to enhance performance and achieve organizational goals.
• Ability to lead training sessions to enhance organizational readiness and support ongoing development.
• Critical thinking, adaptability, problem-solving, organization, attention to detail, and active listening.
• Capable of delivering work products and services under tight deadlines. 
• Ability to work independently and absorb and synthesize large amounts of new information.
• Willingness to travel and work with rural, diverse, older, and disabled populations.
• Proficient with Microsoft Office products.

Physical Demands

• Ability to operate a personal vehicle driving to home visits, including local and regional as needed. 
• Skilled in typing, keyboarding includes up to 7.5 hours per day.
• Exhibits manual dexterity for effective operation of vehicle controls and typing. 
• Ability to lift and carry objects up to 20 lbs., including laptops and client files, includes abilities to push, pull, stretch, reach, and maneuver in various directions. 
• Ability to sit, stand and walk, including navigating stairs and uneven terrain, while utilizing bending, stooping, and climbing as needed to access materials.
• Maintains visual acuity at various distances and operates in diverse environmental conditions, including both indoor and outdoor noisy settings while navigating safely.
• Ability to speak and listen is adequate for interacting with both employees and the public.

Behavioral Standards

Maintains a friendly, courteous, and respectful demeanor toward clients, coworkers, and volunteers. Exhibits compassion for our clients and their well-being. Communicates effectively in one-on-one and small group settings. Capable of being a collaborative team member contributing to the organization's goals. Takes the initiative to achieve work objectives and consistently demonstrates honest and ethical behaviors. Establishes positive relationships with clients, volunteers, coworkers, team, and supervisors. Represents the agency positively and professionally.

Minimum Qualifications 

A bachelor’s degree in business, Healthcare Management, or a closely related field with one year of relevant experience or a combination of education and experience.  Must meet the skills, knowledge, and abilities previously listed. Must have and maintain a valid driver’s license. Must have dependable transportation and be willing to travel. This position also requires a criminal background check. 

Preferred Qualifications

Previous experience or transferrable skills related to contract administration principles and practices sufficient to monitor contractor performance and compliance are preferred. Program monitoring experience and experience working with the elderly and/or disabled are also preferred.

EEO Statement

We are an equal-opportunity employer. We do not discriminate based on race, religion, color, national origin, gender identity, sexual orientation, age, marital status, genetic information, veteran/military status, or disability status.