Contracts Manager, PHL Pre-K

Posted by Public Health Management Corporation on November 14, 2016

PHLPREK CONTRACTS MANAGER
The Contracts Manager oversees the administration, monitoring, and compliance of Philadelphia PreK partner and provider subcontracts. The Contracts Manager ensures the legality and integrity of the contracting process, ensures timely payment for invoiced services, and develops systems that verify the accuracy of submitted invoices. The Contracts Manager serves as the program liaison with the PHMC fiscal and contracts staffs. This position is under the direct supervision of the PHLpreK Director and works closely with all other members of the PHLpreK management team and the PHMC Fiscal department. The Contracts Manager supervises the Contracts Coordinator.

*ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Develops policies and procedures to support effective systems for generating,executing, and maintaining timely and robust contract administration, fiscal, and auditing activities
Creates and maintains organizational documents, protocols and functions in compliance with applicable laws and regulations, funder requirements, and PHMC standards
Creates and enhances internal systems to ensure that PHLpreK meets all contract obligations, complies with all regulations and requirements
Cultivates partnerships and engages in communications with City, State, and private agencies regarding the tracking and utilization of supplemental funding sources in PHLpreK programs
Works closely with PHLpreK management team to oversee the development, use, and ongoing enhancement of data systems to ensure that PHLpreK operates on budget and in alignment with stated performance goals
Provides accurate fiscal reports to support the PHLpreK budget planning and management
Provides monthly assessments and forecasts of fiscal metrics for PHLpreK subcontracts against budget, financial and operational goals
Ensures that the program and all subcontractors meet contractual fiscal benchmarks,including obligation benchmarks, auditing benchmarks and fiscal close-out benchmarks
Assists the Senior Director and/or PHMC Finance Managing Director in completing any requests for PHLpreK budget, finance or audit reports and the monthly invoice to the Mayor’s Office of Education
Ensures the accurate coding of expenses to budget accounts and processing of payments within contractually defined timelines
Develops and implements auditing procedures that meet contractual requirements
Creates tools, trainings, and other resources to ensure that Contracts Coordinator and Contracts Specialists, and Partner agencies have a shared and accurate understanding of PHLpreK provider contract rules, protocols, and guidelines
Creates tools, trainings, and other resources to ensure PHL preK providers understand and can successfully comply with the established contracting, reporting, invoicing, auditing, and annual reconciliation requirements
Ensures that contract rules, protocols, and guidelines are applied consistently by all PHLpreK staff
Reports on PHLpreK provider contracts and projections to internal and external audiences
Actively seeks opportunities and cultivates partnerships to expand the value of program services in alignment with funder priorities and guidance
Recruits, trains, mentors and supervises staff using clearly established performance expectations
Provides guidance and leadership to staff to emphasize the importance of the program achieving high standards of quality
Engages in ongoing professional development to support continuous quality improvement and relevant translation of research to practice within program operations
Supervises and evaluates direct reports through observation, meetings, and data reviews
Establishes and maintains effective performance management and professional development processes for all program staff as part of the commitment to excellence

*CORE COMPETENCIES:
Knowledge of general office policies, procedures and work methods
Knowledge of administrative, auditing, bookkeeping and accounting principles and practices
Knowledge of personal computers and networked systems and their use, applications for database management, tracking and reporting in a human services or similar environment
Ability to facilitate the coordination of multiple tasks and manage a variety of projects simultaneously
Ability to communicate effectively with employees, other professionals, government agencies, in a positive, pleasant, professional and productive manner in writing, by telephone, and in personal contacts

*ORGANIZATIONAL RELATIONSHIPS:
The Contracts Manager reports to and is supervised by the PHLpreK Director. The Contracts Manager directly supervises the Contracts Coordinator. The position is full time, 100% FTE.

*MINIMUM QUALIFICATIONS:
Bachelor’s Degree in Business Administration, Social Work, Education, or related field Master’s Degree preferred
Four years related experience human services, early childhood, education,government or related field
Minimum three years management and supervision experience

*OTHER REQUIREMENTS:
This job includes the normal physical demands associated with office work including bending, lifting, and carrying.
Ability to pass a health examination and criminal background check. Ability to work effectively with minimal daily guidance. Knowledge of community resources.Successful experience working in a team setting. Ability to present a positive image of the organization to members of the community.
This position may include the need to attend weekend or evening meetings or trainings and might involve travel.

http://www.phmc.org/site/jobs-1546