Contracts Coordinator

Conduct procurement processes such as requesting 85.5.T exemptions from the State Purchasing Director, conduct Market Research, complete Data Use Agreements (DUAs), Interagency Agreements, Sole Sources, Statewide and State Use Contract Releases, Requests for Information (RFI), Requests for Proposals (RFP), and Invitations to Bid (ITB). Responsible to develop contract documents, conduct procurement evaluation and award processes, monitor deadlines, request contract budgets, review and approve invoices for payment, and support implementation activities from a contractual standpoint.

Work Hours: 40 hours per week, Monday through Friday 8: 00 AM - 5: 00 PM.
Position: Onsite

Job Description:
Position Purpose Under the direct supervision, the Contracts Coordinator position is responsible for the timely initiation, processing, and review of professional, business, and service-related contracts.
The job entails task management, integration of information, interaction with staff and/or outside vendors and assimilation of resources necessary to procure services and products essential to the agency mission assignment.
The incumbent performs work on contracts that are complex in scope, traditionally over $500, 000 and involves coordinating with multiple units in the agency. Position works under limited supervision.

Essential Functions May Include:
Assists the Professional Services Contracts Manager in developing, writing, processing, and managing the procurement of professional services contracts.
Under direction of the Professional Services Contracts Manager, assures contracts are in accordance with State and Federal laws, as well as agency policies and procedures.
Coordinates with the Office of Management Enterprise Services (OMES) on procurements such as information technology and sole source procurements. Accountable for the timely submission of agency professional services requests to OMES, as needed.
Conduct procurement processes such as requesting 85.5.T exemptions from the State Purchasing Director, conduct Market Research, complete Data Use Agreements (DUAs), Interagency Agreements, Sole Sources, Statewide and State Use Contract Releases, Requests for Information (RFI), Requests for Proposals (RFP), and Invitations to Bid (ITB).
Responsible to develop contract documents, conduct procurement evaluation and award processes, monitor deadlines, request contract budgets, review and approve invoices for payment, and support implementation activities from a contractual standpoint.
Complete Open Records Requests on assigned contracts.
Coordinates with business owners to monitor assigned contracts.
Serves as the primary contact point on contractual issues pertaining to assigned contracts.
Participate and/or lead workgroup meetings to discuss operations and contractual topics related to assigned contracts. Responsible to maintain contract documentation including, but not limited to, signed contract documents, reports, corrective action plans, and transition plans.

Develops contractual specifications with business owners by advising business owners of the following:
The contracting method that is applicable to the procurement.
The legality and propriety of contract terms and conditions.
Recommending revisions to comply with state and federal laws, and agency regulations.
Participate in and lead workgroup meetings as part of the contract development process. Workgroups may include internal and external participants.
Responsible to communicate with stakeholders professionally and effectively, such as business owners, unit staff, Executive staff, vendors, OMES, etc. This includes, but is not limited to, routine communication on existing contracts operational health, potential risks and issues, procurement deadlines and status, and invoicing.
Assists and consults the Professional Services Contracts Manager in analyzing agency policies and procedures for the procurement of professional services contracts and interagency agreements and makes recommendations regarding necessary changes.
Compiles and prepares regular reports of all relevant agency contract activity according to Federal, State, or agency requirements, and submits these reports within the established timelines.
Regular and consistent attendance at the OHCA work site. - Other duties may be assigned as needed.

Requirements
Education and/or Experience:
3 years of technical clerical work plus 1 year of experience involving procurement, purchasing, contracting, or acquisition OR
An equivalent combination of education and experience substitution is allowed for the 3 years of technical clerical experience only

Preferred Qualifications Include:
Certification as a Certified Procurement Officer that is current and in good standing
Experience in SoonerCare programs
Experience writing and editing legal and/or contractual documents
Experience with procurement of professional services
Information Technology experience
Advanced education.