Position Purpose

The Contracts Specialist is responsible for all contract deliverables, including executing contracts and maintaining supporting documentation. The Contracts Specialist will be responsible for contract related activities including, execution of contracts for the Mill Levy program, monitoring subcontractor contract compliance, and performing regular analysis and reporting. This position will be responsible for contract quality and performing quality assurance activities. The Contracts Specialist will work closely with the Compliance and Contracts Team, program teams and other stakeholders to assess risk, create, review, execute and monitor contracts/agreements.

The Contract Specialist will also participate in detailed client/provider invoice reviews to ensure quality and compliance with billing and contractual requirements.

Essential Duties

• Serves as the Compliance and Contracts department primary point of contact for Mill Levy funded contracts.
• Actively participates in the contracting process for all Mill Levy funded contracts to ensure successful and timely contract execution.
• Works directly with the Mill Levy Program team and providers to develop the contract scopes of work and ensure compliance with the RMHS contracting requirements and process.
• Assist in the development and administration of special agreements for Mill Levy service providers, and/or vendors.
• Assist in the development of ad hoc Mill Levy sponsorships, scholarships and grants.
• Actively participates and supports the Mill Levy leadership team in preparing Mill Levy request for proposals with community initiatives.
• Takes full responsibility for contract deliverables, problem resolution and meeting deadlines.
• Performs proactive provider relations follow-up via various methods, including phone and email.
• Provides customer service to all internal and external providers by responding to calls and e-mails in a timely manner, communicating effectively and professionally.
• Collaborates with manager and other stakeholders to address and resolve problematic issues.
• Processes requests in accordance with departmental procedures to ensure timely turnaround and execution of agreements.
• Evaluates contractor application materials and determines if the potential contractor has the required documentation prior to execution.
• Performs background and sanction checks and applies analytical skills to assess results prior to executing a contract.
• Performs regular OIG sanction checks on all subcontractors and assess reconciles findings as appropriate.
• Performs on-going monitoring to maintain contract compliance. Obtains updated insurance, licensure and training information in accordance with established documentation guidelines.
• Creates drafts Desk Level Procedures as needed to support work functions. Recommends policies and procedures and desk level procedures as required to ensure consistency and support process improvement.
• Demonstrates high level organization skills to support time intensive contract renewal deadlines.
• Performs analysis, quality review and reporting as assigned and presents data to team and management as assigned.
• Maintains the contracts database and provider documentation. Ensures contractor information is current and accurate.
• Analyzes requests for new contracts and provides guidance and/or recommendations in accordance with departmental policy.
• Responds to information requests from internal and external stakeholders as appropriate.
• Develops a thorough understanding of the functions of RMHS Programs and departments.
• Communicates effectively throughout RMHS areas.
• Responsible for processing provider invoices for services rendered to Mill Levy clients. Verify accuracy of invoice documentation to ensure billed rates accurately reflect contracted rates and all required elements are included on invoice documentation.
• Work closely with Mill Levy Program staff to provide reporting as requested to support budget tracking.
• Participates in cross coverage training and provides backup and cross coverage for other Compliance and Contracts positions as assigned.
• Supports the Compliance and Contracts Team on special projects and activities as assigned.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Ability to analyze information and use sound judgment when making recommendations, troubleshooting, or solving problems.
• Ability to plan and organize work, coordinate with others, use time productively and establish appropriate priorities.
• Strong communicator in written and verbal communications
• Knowledge and understanding of organizational policies, procedures and systems.
• Experience in analyzing contract provisions and requirements.
• Ability to work independently and collaboratively across departments and with external stakeholders.
• Attention to detail.
• Ability to function as a team player.
• Ability to adapt to change and be flexible.
• Ability to maintain strict confidentiality.

Minimum Qualifications

• Bachelor’s degree or relevant combination of education and experience.
• Three years of customer service experience.
• HIPAA compliance experience.
• Proficient in Microsoft Office Suite in specifically Word and Excel.
• Experience with contract provisions and regulatory/compliance issues including reviewing and interpreting state/federal rules and regulations.
• Experience working with and maintaining electronic databases.
• Experience in workflow automation and/or streamlining processes.

Preferred Qualifications

• Quality improvement or quality assurance background or experience in a healthcare or similar environment
• Experience with providing services to people with developmental disabilities or other human services fields.
• Experience in business and/or technical writing
• HIPAA compliance experience.