988 Contract Monitor

Contract Monitor

The Contract Monitor position is responsible for conducting a set of documented, planned, ongoing, and periodic activities to ensure that vendors comply with fiscal and programmatic agreements, terms and conditions, as well as any relevant laws and regulations. The position requires an understanding of all contract terms and conditions, the ability to communicate contract requirements to all parties involved, and accountability for overseeing the vendor's performance under their contract. The position must also maintain current knowledge of department contract monitoring policy and guidance, and laws, rules, and policies associated with procurement and contracting as required by the funding source. This position works closely with program and fiscal staff and makes recommendations to improve programmatic and fiscal contract monitoring practices and documentation. This position primarily monitors 988 contracts, both contracts funded by the Substance Abuse & Mental Health Services Agency 988 Cooperative agreement and the 988 Crisis Hotline Surcharge funding to ensure that contract requirements are met, all goods and / or services are delivered in a timely manner, documentation is received and filed appropriately and the financial interests of all parties are protected.

Job duties include :

• Assist with developing and maintaining a communication plan with current contact information for the monitoring team and the entity with which the 988 Enterprise holds a contract.
• Monitor contracts according to financial and program risk ratings.
• Ensure each file has documentation for risk ratings assigned to contractors.
• Coordinate and conduct post-award meetings with each contractor to communicate agreement expectations, department points of contact, methods of monitoring and evaluation, etc.
• Requesting and receiving ongoing performance data from contractors.
• Analyzing invoices, data, and reports to detect potential areas of noncompliance.
• Logging and documenting all performance-related communication to contractors and their responses.
• Making overall assessments of contractor programmatic performance.
• Monitor and track spending on all contract budgets through invoice reviews.
• Inspect and approve the final goods and / or services receipts, and supporting documentation concerning invoices.
• Plan, schedule, and conduct site visits (when warranted), utilizing program / division / department standardized approaches including examining records, interviews of key contractor staff, and direct observation of performance.
• Organize, schedule, conduct, and document contractor performance evaluations.
• Complete the final performance evaluation and ensure the contract file is complete before final payment.
• Determine which financial mechanism is required to procure each deliverable and collaborate with the 988 Contract Administrator when procuring goods and services.
• Prepare, distribute, collect, and present funding opportunities to the 988 Director; determining funding amounts and the required performance needed for grant compliance.
• Review proposals and determine each vendor's ability to perform work as proposed. Assist program in preparing a Statement of Work (SOW) and budget, offering support throughout the contract negotiating process.
• Understand how legislative requirements apply to the SOW and ensure their inclusion. Be prepared to identify applicable sections of long-bill form legislation and write contract language matching statute.
• Educate and monitor SOWs, answer questions regarding contract and fiscal compliance, and assist in the identification of services to be completed and what reporting is required.