IT Contract Monitor I

The purpose of this position is contract development with internal and external partners to develop grant-funded contracts/renewals/invitations to bid/requests for proposals for sub-recipient and vendor contracts according to the approved grant notice of award. This includes developing scopes of work and transmittals and obtaining approval on said contracts/renewals. The position provides technical assistance to all contractors as needed. The position monitors all contracts as assigned to ensure each contractor is compliant and ensures that they are properly invoicing. The position provides feedback and reports for budgetary expenses.

Position Responsibilities /Essential Functions

• Contract Development - Work with OSDH staff and external partners to develop grant-funded contracts/renewals/ITBs/RFPs for contracts according to the approved grant notice of award. This includes but is not limited to developing scopes of work, scoring tools for ITBs, and transmittals as well as obtaining the necessary approvals for contracts/renewals. As needed, work with appropriate OSDH staff to ensure the risk assessment is completed in order to develop the monitoring plan. Work with the OSDH Auditors to ensure compliance.
• IT Contract Monitoring - Monitor IT contracts and POs for the agency. Maintain a schedule of all IT contracts. Review and approve invoices within the scope of authority. Coordinate with programs, budget and grants, and procurement to renew IT contracts. Maintain an 18-month rolling forecast. Manage broadband funding for all agency sites and independent WIC clinics. Manage the agency printer fleet and contract. Manage the agency’s OMES MSA and SOWs. Assist the contractor with complying with the terms and conditions of the contract and applicable laws and regulations; preventing non-compliance by identifying and resolving potential problems by providing consultation and technical assistance. Maintain contract documentation. Review invoices and verify delivery of services.
• Technical Assistance - Assist contractors with complying with the terms and conditions of the contract and applicable laws and regulations; preventing non-compliance by identifying and resolving potential problems through consultation and technical assistance. Attend meetings to assist the contractor with any contractual issues that may arise. Maintain clear and effective communication with contractors on a regular basis and demonstrate good customer service skills. Provide feedback to the Business Manager on grant applications, budget revisions and reports.
• Prepares administrative, statistical and/or fiscal documents pertaining to departmental activity.
• Coordinate and maintain records according to agency and program area records management and disposition requirements.
• Performs program planning, development and evaluation activities, and organizing and coordinating program services and activities.
• Requires effective working relationships with others, to communicate effectively and to exercise good judgment in analyzing situations and making decisions.
• Establish and maintain positive and supportive working relationships.
• Provides information to the public on departmental rules, regulations and laws governing the operation of the program.
• Anticipates the needs of program areas and advises supervisor of program areas of concern and need.
• Investigate and solve problems for supervisor’s consideration.
• Being present at the office is an essential function of the job.
• Other duties as assigned.

Other Duties

• Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
• Works effectively in team environment, participating and assisting their peers.
• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Education and Experience requirements at this level consist of three (3) years technical clerical work; or an equivalent combination of education and experience.

Preferred Qualifications

Experience in financial analysis, and planning, one year or more in developing technology roadmaps, contract management experience, or vendor engagement with technology implementation outcomes.

Valued Knowledge, Skills and Abilities

Requirements include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; and of the major policies and procedures governing assigned programs. Ability is required to plan, coordinate, and manage contracts within grant guidelines and agency policies and procedures; establish and maintain effective working relationships with internal and external partners; communicate effectively both orally and in writing; interpret, analyze, and resolve highly complex administrative and contracting problems; utilize Excel spreadsheets for budget preparation and the analysis of expenditures.

Physical Demands and Work Environment

Work is typically performed in an office setting with a climate-controlled settings and exposure to moderate noise level. While performing the duties of the job, employee is required to talk, stand, walk, and reach with hands and arms. This position requires long period of sitting and daily use of computer and phone. Being present at the office is an essential function of the job.

Oh yeah, did we mention perks? We know that benefits matter and that is why we offer a competitive benefits package for all eligible employees.

• Generous state paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations.
• Flexible spending accounts for health care expenses and/or dependent care.
• Retirement Savings Plan with a generous match.
• 15 days of vacation and 15 days of sick leave the first year for full time employees.
• 11 paid holidays a year.
• Student Loan repayment options & tuition reimbursement.
• Employee discounts with a variety of companies and venders.
• Longevity Bonus for years of service, Choosing a career in public health will put you on the pathway to making things better for your community, your neighbor, your family, and yourself…and receive competitive pay and great benefits!

The Oklahoma State Department of Health protects and improves public health through its system of local health services and strategies focused on preventing disease. Five major service branches - Community Health, Family Health Services, Prevention and Preparedness, Chronic Disease Prevention and Health Promotion and Protective Health Services - provide technical support and guidance to 68 county health departments as well as guidance and consultation to the two independent city-county health departments in Oklahoma City and Tulsa.

Our Vision:

Leading Oklahoma to prosperity through health.

Our Mission:

To protect and promote health, to prevent disease and injury and to cultivate conditions by which Oklahomans can thrive.

RESPECT. COLLABORATION. SERVICE. The Oklahoma State Department of Health (OSDH) is committed to leading Oklahoma to prosperity through health. Our mission is to protect and promote health, prevent disease and injury, and cultivate conditions by which Oklahomans can thrive. Check out why we are passionate about public health and believe it is the career for you!!!