CONTRACT ADMINISTRATOR III – DYS/Finance Unit

Colorado Department of Human Services
Published
August 6, 2022
Location
Denver, CO
Category
Job Type

Description

CONTRACT ADMINISTRATOR III - DYS/Finance Unit

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CONTRACT ADMINISTRATOR III - DYS/Finance Unit

Salary

$53,484.00 - $65,880.00 Annually

Location

Denver Metro, CO

Job Type

Full Time

Department

Colorado Department of Human Services

Job Number

IKA 04130 07/27/2022

Closing

8/13/2022 11:59 PM Mountain

  • Description

  • Benefits

  • Questions

Department Information

This position is open to current Colorado residents only.

Please note: This recruitment may be used to fill multiple vacancies at the locations below.

Division of Youth Services

Central Office/Finance Unit

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CDHSCareers

About the Division of Youth Services: The Division of Youth Services (DYS) provides a continuum of residential and non-residential services that encompass juvenile detention, commitment, and parole. DYS is the agency statutorily mandated to provide for the care and supervision of youth committed by the District Court to the custody of the Colorado Department of Human Services. The Division operates fifteen secure facilities that serve youth between the ages of 10 and 21, who are pre-adjudicated, sentenced, or committed. The Division also contracts with numerous private residential and non-residential service providers throughout the State. For pre-adjudicated youth, the Division is also responsible for the management and oversight of Colorado Youth Detention Continuum, a State-funded, locally administered program that provides services to youth at risk of further progressing into the juvenile justice system. In addition to residential programming, the Division administers juvenile parole services throughout the State.

We invite you to explore the DYS website and learn about the services provided to youth, families, and local communities in the State of Colorado at: www.colorado.gov/cdhs/dys

My Why

Description of Job

About the Unit:

The Financial Services Unit is charged with overseeing two major programs within the Division of Youth Services: 1. Finance & Policy Analysis: This program supports the programmatic needs of the Division by analyzing, formulating, presenting, implementing, executing, monitoring and/or reviewing all aspects of the Divisions budget/s. This program employs economic and fiscal analysis and practices to assess the impact of proposed legislation on the Divisions budget/s and/or operations. This program drafts and reviews budget requests and makes recommendations based on the analysis of the Divisions mission and structure, management, program priorities and funding, and legislative and regulatory mandates or constraints. This program also assesses and analyzes the political, social, and environmental climates and projections to formulate the Divisions future initiatives and directions in concert with Division effectiveness and efficiency standards. 2. Procurements and Contracts: This program supports the programmatic needs of the Division by negotiating, implementing, monitoring and managing contracts or interagency agreements to assure effective delivery of goods and services, including monitoring contract compliance and/or contract financial performance to verify contract terms, services to be provided, payment schedules and contract and/or payment process. This program supports the programmatic needs of the Division by administering contract compliance and performance requirements including prevailing industry practice for similar goods and services and evaluation overall vendor performance.

About the Position:

This position performs a full range of financial, contractual, budgetary, and analysis services to the Division, which includes writing and revising scopes of work (SOW) that accurately reflect program workplans, compiling and routing full contract package, providing consultation and guidance to program staff to ensure understanding and adherance to federal and state requirements, assisting with the development of standards, guidance and tools to support SOW creation,coordinating with finance team members, program staff and departmental contracts and purchasing staff to efficiently and effectively process contracts and purchase orders in a timely manner. Position makes recommendations to the DYS Finance Director, Budget Analysts, and Program Managers to support complete and appropriate utilization of funds in contracts. This position creates and maintains assigned tracking spreadsheets, send executed contracts and purchases orders to vendors, create and perform entry into assigned databases, draft correspondence, maintain electronic files, and serve as a Contract and Purchasing division specialist.

This position performs a set of documented planned, ongoing and periodic activities to determine whether the contractor (contractor, vendor,or subrecipient) is in fiscal compliance with commitment document agreement terms and conditions and all applicable laws and regulations. The position must maintain current knowledge of department contract monitoring policy and guidance, and the laws, rules, and policies associated with procurement and contracting. This position works closely with program staff to train, support, monitor and document programmatic contract monitoring efforts and practices, and makes recommendations to responsible program staff to improve programmatic contract monitoring practices and documentation.

This position is typically responsible to train other staff on division purchasing, contract requesting, routing and execution, and contract montoring policies and procedures.

Summary of Duties:

  • Independently draft contracts, amendments, and renewals in accordance with the departments Procurement and Contracts Section contracts and procurement standards, including the use of standard contract templates. Ensure complete and appropriate contract packages that adhere to Fiscal rules, Procurement rules, State Statutes, department policies and guidance and division reporting and confidentiality requirements. Identify and resolve contractual and/or budgetary discrepancies. Analyze, evaluate and recommend solutions and/or reallocation of funds as appropriate.

  • Independently work with and support Division program staff by providing consultation and guidance on when personal services purchase agreements are needed and type of agreement to be initiated: purchase order, contract, contract amendment, or contract renewal letter/option letter. Collaborate with budget analysts to provide all programs with technical guidance in purchasing, contract drafting, and contract management.

  • Receive and review purchasing and contracting documents from program staff to ensure the documents adhere to the State fiscal/procurement rules, CDHS policies and the funders or legislative intent. Maintain current knowledge and proficiency in all applicable state, federal, and department rules, regulations, policies and procedures and act as a resource and guide to Division staff. Guide program staff on all contracting solutions that meet the programs needs and conform to all applicable requirements. Review applicable documents and actions to ensure compliance with applicable rules and regulations.

  • Maintain, enter, and record entries into the following State systems to ensure compliance: eClearance, Contract Management System (CMS), and the departments electronic signature system for contracts.

  • Independently evaluate documents submitted by program staff for completeness and accuracy to process requests in an efficient and effective manner. Obtain program approval for final document and route through Department systems and approval process for execution. Prepare and assemble internal and external routing forms, Personal Service Certification forms and justifications as appropriate, monitor contract status throughout approval process. Carry out procedures for notification to division vendors and programs of fully executed contracts and purchase orders.

  • Participation in department work groups on procurement/contracting and attendance of all department-offered contracting and procurement training.

  • Serve as a Scope of Work (SOW) specialist and work plan liaison to division program staff by providing technical assistance, consultation and guidance from conception to execution of personal services purchase agreements. Perform relevant quality assurance reviews, such as analysis of the sequence and schedule of proposed deliverables, program objectives and available data to verify the actual SOW/work plan is adequately described; evaluation of the stated performance controls to ensure there is a reliable basis for verifying service deliverables; assure the financial documentation required is adequate to ensure costs are adequately reflected. Advise, educate and support program staff to ensure understanding and compliance with proper procedure and timeframes needed to successfully develop a strong and legally binding SOW/work plan.

  • Formulates, recommends, develops, and reviews scopes of work and works with program staff to ensure SOW language is within fiscal guidelines, state and Department rules and confidentiality requirements. Ensures adequate description of deliverables and timelines are included in the SOW. Perform negotiations with program and/or contractors, as necessary and when required, to establish the SOW and the budget for funded projects. Obtain program approval for final document and route for processing

  • Ensures that DYS contracts are appropriately monitored to the deliverables, timelines, quality, budget, and business relations detailed in the agreement and that contract monitoring activties in DYS adhere to DYS and department standards, and other applicable laws and regulations for all contracts by conducting training, providing technical assistance, and maintaining appropriate contract monitoring documentation for all DYS contracts.

  • Designs, solicits, evaluates, negotiates, and awards to vendors specific orders for goods or services.

  • Assure appropriate procurement rules have been followed by leading program personnel in development of RFPs, Doc Quotes, IFBs and purchase orders. Support program staff in other procurement methods such as doc quotes or IFBS.

  • Evaluate appropriate procurement method by doing financial forecast of total expense including life of the project. Review solicitation statement pricing methods including any application of overhead, profit, and/or indirect costs

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

* Please read the entire job announcement and follow all of the instructions prior to completing the application. You must provide documentation to be given credit for it. There will be no exceptions on timelines to provide documentation. All documentation must be uploaded- this is the first evaluation in the selection process*

The Colorado Constitution, Article XII, Section 13 requires that applicants for state classified government jobs be residents of Colorado.

Applicants must meet the minimum qualifications listed below to continue in the selection process for this position. Work experience must be specifically documented on your application. Do not use "see resume" or "see attached" statements on your application.

Education and Experience:

  • Bachelor's degree from an accredited insitution in a field of study related to the work assignment.

  • 2 years of professional experience in an occuptational field related to the work assigned to the position.

Substitutions:

  • Additional appropriate experience will substitute for the degree requirement on a year-for-year basis.

  • Additional appropriate education will substitute for the required experience on a year-for-year basis.

Preferred Qualifications:

  • Ability to manage complex projects with multiple stakeholders

  • Ability to work under tight deadlines and be adaptable to changing assignments;

  • Current public service (state, university, federal) experience in contract drafting and

monitoring

  • Critical and analytical thinking skills

  • Ability to take initiative to solve problems in an innovative manner;

  • Excellent reasoning, investigative, analytical, and problem solving ability;

  • Strong attention to technical detail and accuracy;

  • Ability to work effectively in both independent and team situations;

  • Exceptional customer service and ability to develop and maintain professional relationships

  • Exceptional verbal and written communication skills

  • Highly organized

Conditions of Employment:

  • Be a minimum of 21 years of age, with no felony convictions or history of domestic violence

  • Pass CBI and FBI background investigations

  • Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.

  • Travel to meetings, site visits trainings, and other DYS locations may be required.

  • Included in the background investigation is a current/previous employer check. Your current and previous employers within the last 10 years must be listed on your application even if the job duties are unrelated to Correctional Youth Security Officer I position. Incomplete employer information (address, phone, supervisor name) or omission of former employers may result in application disqualification.

  • Continued employment is contingent upon successful completion of the DYS Pre-service Training Academy and mandatory annual training in all subject areas.

  • Post-hire an annual influenza vaccine is required unless an employee obtains a medical or religious beliefs exception.

  • Effective September 20, 2021, this position will require documented proof of full COVID-19 vaccination. New employees will be required to provide attestation to their status with proof of vaccination within thirty (30) business days of hire.

    Religious and medical exemptions and reasonable accommodation shall be addressed as required by law pursuant to the Equal Employment Opportunity Commissions vaccination guidance. If you would like to request a medical or religious exemption, please contact [Click Here to Email Your Resumé]

    Note: Fully Vaccinated means two (2) weeks after a second dose in a two-dose series of the COVID-19 vaccine, such as the Pfizer or Moderna vaccine, or two (2) weeks after the single-dose vaccine, such as Johnson & Johnsons Janssen vaccine, as defined by the most recent State of Colorados Public Health Order and current guidance issued by the Colorado Department of Public Health & Environment.

    On or after October 31, 2021, each facility shall ensure all newly hired employees, direct contractors, or support staff members are fully vaccinated at the time of hire, or receive their first dose of a two-dose protocol, or a single-dose vaccination, prior to providing any care, treatment, or other services for the facility and/or its clients.

APPEAL RIGHTS:

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email [Click Here to Email Your Resumé]), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the departments action.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Supplemental Information

Link to: How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply)

Link to: The Assessment Process (https://cdhs.colorado.gov/information-for-job-applicants#assessment-process)

For additional recruiting questions, please contact [Click Here to Email Your Resumé].

About Us:

If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (https://www.colorado.gov/cdhs) (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:

  • Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org plus 401(k) and 457 plans

  • Medical and dental health plans

  • Employer supplemented Health Savings Account

  • Paid life insurance

  • Short- and long-term disability coverage

  • 11 paid holidays per year plus vacation and sick leave

  • BenefitHub state employee discount program

  • Employee Wellness program MotivateMe

  • Excellent work-life programs, such as flexible schedules, training and more

  • Remote work arrangements for eligible positions

*Some positions may qualify for the Public Service Loan Forgiveness Program. For more

information, go to www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs.

Our Values:

We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.

Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.

We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.

Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.

We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.

Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.

ADAA Accommodations: CDHS is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Nancy Schmelzer, at [Click Here to Email Your Resumé] or call 1-800-929-0791.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~

Toll Free Applicant Technical Support (https://cdhs.colorado.gov/information-for-job-applicants#technical-support)

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.

01

Are you a Veteran who qualifies for Veteran's Preference Points? (If yes, you must attach a copy of your DD-214 form) Also, if you have a disability you must include a disability letter with your DD214.

  • Yes

  • No

    02

    The bottom of this job announcement provides links to additional information on how to apply, the assessment process, toll free applicant technical support, and about how the State of Colorado is an equal opportunity employer. Please acknowledge below that you have read the information provided in these links.

  • This information is available to me and I have read this information.

  • I am unable to access the links with this information on the job posting. (If you select this option, please contact the recruiter, whose information is listed on this announcement, so that they can send this information directly to you.)

    03

    Please describe your experience collaborating with multiple individuals or entities to reach a common goal.

    04

    Please provide an example of a time you enhanced the efficiency of a work-related process. Include your assessment, intervention, and the outcome.

    05

    Describe a complex inquiry/complaint that you resolved. Your response should include the approximate time frame that this incident occurred, your role, the setting of the situation and surrounding circumstances; all key processes, people and resources utilized to resolve the issue and the final outcome. Highest credit will be awarded to experience that demonstrates your ability work independently to utilize resources in order to resolve complex issues. Please explain in detail any of the Preferred Qualifications (listed in the job announcement) that you possess

    06

    Please describe your experience with contract management or negotiation with an outside vendor or supplier.

    07

    Check all the software applications with which you have 6 months or more of experience using.

  • Adobe

  • Kronos

  • MS Excel

  • MS PowerPoint

  • MS Word

  • CORE

  • Web Reports

  • Google Mail

  • NeoGov

  • E-Clearance

    08

    A condition of employment requires applicants to be 21 years of age or older. Do you meet this condition?

  • Yes

  • No

    Required Question

Agency

State of Colorado

Department

Colorado Department of Human Services

Address

1575 Sherman St. Denver, Colorado, 80203

Phone

303-866-7100

Website

https://cdhs.colorado.gov

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