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
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
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.
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
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.
- Enrollment and Partnerships Manager, Let’s Get Ready
- Communications Manager, National Constitution Center
- Digital Media Specialist, National Constitution Center
Stay Current in Philly's Higher Education and Nonprofit Sector
We compile a weekly email with local events, resources, national conferences, calls for proposals, grant, volunteer and job opportunities in the higher education and nonprofit sectors.