Contracts Specialist

Join our team at FSS and enjoy comprehensive benefits including but not limited to:

• Tuition Reimbursement: Earn up to $5,250 per qualifying year to invest in your education.
• Health Insurance: Choose from three comprehensive Florida Blue health insurance plans to keep you and your family covered.
• Dental Plan: Enjoy an employer-paid dental plan for our valued employees.
• Life Insurance: Your peace of mind matters to us. We provide employer-paid life insurance.
• Well-Being Program: Stay healthy and engaged with our highly interactive well-being program.
• Paid Time Off (PTO): Relax and recharge with our generous PTO plan. You can even earn three additional days per plan year!
• Bereavement Leave: We offer 3 paid days of bereavement leave annually to ease the burden during a family member's passing.
• Paid Holidays: Enjoy the 12 holidays without the worry of receiving a paycheck (to include 1 floating holiday) and unwind with family and friends to celebrate and rejuvenate!
• 401k Plan with Matching: Secure your financial future with our 401k plan and employer matching.
• Additional Benefits: Explore our range of benefits, including Flexible Spending Accounts (FSA), Employee Assistance Program (EAP), Vision Plan, Short & Long-Term Disability coverage, Employee Discounts, and more.

The mission of Family Support Services is to be the leader in providing safety, stability, and quality of life for all children by working with the community to strengthen the family unit.

Job Summary:

Specialized work involved in the provision of a wide range of contract and compliance functions within the Contracts department. Assists with daily functions to include, but is not limited to: procurement, drafting and editing contract provisions, tracking contracts, compiling reports, reviewing invoices, monitoring contract compliance, and document control.

Essential Duties:

• Participate in subcontracting procurement process, including, but not limited to: procurement, preparation of original document and subsequent renewals, amendments, technical assistance, evaluation of outcomes and deliverables, scheduling, participation and coordinating operational and fiscal monitoring, and invoice approval
• Manage assigned subcontracts including renewals, amendments, extensions, memorandums of understanding, business associate agreements, and property leases
• Timely preparation of assigned individual rate agreements for youth placement in residential programs as necessary
• Coordinate external contract monitoring from funding entities; assist the field with child placing, child care, and substance abuse licensing in accordance with agency mission, vision, policies and procedures
• Document compliance and non-compliance with subcontractor performance; document, distribute, and follow up with corrective action plans to subcontractors on a timely basis
• Ensure subcontract terms are in compliance with internal policies, procedures, insurance policies, current rates of reimbursement, state and federal regulations, minority business requirements, etc.
• Assist with the coordination of contractor and subcontractor meetings, contract negotiation meetings, bidders conferences, and other contract and procurement related formal proceedings as needed
• Coordinate with Operations and Administration for analysis of outcome data, cost studies and projections of subcontracted services outcomes, trends, and needs
• Approve invoices for payment to subcontractors in conjunction with assistance from the Invoice Specialist
• Design and coordinate operational and administrative monitoring of subcontractors utilizing a decision matrix to determine frequency and type of monitoring to be conducted; Gather and compare monitorings from other funding entities to eliminate duplication of efforts
• Coordinate and report on implementation of corrective action plans related to contract compliance
• Monitor program expenditures, comparing each to board approved budgets by contract/grant, ensuring costs are appropriate and allowable, and coordinates budget amendments as needed
• Coordinate monitoring and timely preparation and submission of billings and reports to respective funding agencies, as required by contract
• Ensure compliance with filing reports and documents as required by local, state, or federal agencies
• Review new regulations and administrative issues related to existing contracts; determine the impact on reporting and billing processes
• Track assigned contracts, subcontracts, and other required data in contract management database
• Interface with Operations, Business Development, and other Support Center Leadership as needed; interface with FSS General Counsel on contract language, requirements, and compliance issues as needed; communicate with appropriate agency representatives as needed
• Participate in conference calls, meetings, conferences; participate in quality improvement process; assist with annual updates of Contract and Procurement policies; provide technical assistance internally and externally as needed
• Maintain all contract and licensing documentation; track all contract-related correspondence; document key contractual requirements in all areas such as fiscal, programmatic, compliance, etc.
• Other Duties as assigned

Qualifications

Minimum Requirements:

Education:

Bachelors degree from an accredited college or university.

Experience:

Four years contract management experience preferred. Equivalent program management experience in youth-related services may substitute for the contract management requirement. Experience in youth-related non-profit field preferred.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to:

• Establish and maintain liaison with other agencies
• Plan, organize and coordinate work assignments
• Communicate effectively with staff
• Establish and maintain effective working relationships with others
• Read and interpret documents such as contracts, manuals, journals, and financial reports
• Write reports and correspondence
• Speak effectively before small and large groups
• Calculate figures, amounts, and percentages
• Solve practical problems and deal with a variety of concrete variables with a minimum of direction
• Interpret a variety of instructions furnished in written and oral form
• Complete paperwork, computer tasks, and drive to locations within greater Pasco and Pinellas Counties
• Understand terms and conditions of the departments child welfare lead agency contracts to determine compliance with administrative or programmatic requirements
• Understand child welfare and related services

Knowledge of:

• General contract administration functions
• Procurement methods and practices
• State and federal contracting requirements
• Methods of compiling, organizing and analyzing data

Skills:

• Strong Written and Verbal Communication
• Strong follow-up and follow through
• Strong organizational and time management
• Proficiency in Excel and Microsoft Word. Experience with PowerPoint.

Other Requirements:

• Clear a Level II background screening.
• Clear a reference check.
• Clear a local background check from the county in which you reside.
• Clear a substance abuse screen.
• Provide a copy of all degrees prior to your first day of employment.
• Provide a copy of all certifications and degrees prior to your first day of employment.
• Clear an E-Verify check to substantiate that the successful candidate meets the Department of Homeland Security authorization requirements to work in the United States (for more information visit www.dhs.gov/e-verify).

Licensure, Certification, and/or Registration:

Valid Florida drivers license.

Family Support Services team members follow 5 core values:

Partnership: At FSS, a belief that we are better together is core to who we are. Partnership is an essential component of a healthy system of care. Our team is committed to a respectful, open-minded, collaborative approach to co-creating solutions with the community. This extends to the children and families we serve as well.

Excellence: FSS challenges ourselves to always strive for better on behalf of those we serve. We foster innovative practices, encourage continuous quality improvement, and engage in strategic planning with our partners to achieve the highest possible outcomes for children, families, and the community.

Accountability: FSS recognizes our leadership role within the system of care and strives to be accountable to the community by being trustworthy partners. FSS is committed to ethical and transparent practices, and to operate with integrity as we pursue positive outcomes.

Compassion: We recognize that we often meet families at their most challenging moment and people are more than the sum of their circumstances. We provide trauma-sensitive care for the children and families in our system to reach their full potential. We embrace a service leadership approach and commit to finding the strengths in everyone we encounter while we foster resiliency.

Equity: Equity goes beyond the fair treatment of all people. For FSS, equity is the commitment to recognize the social justice issues intrinsic to our work with marginalized communities. We strive to amplify the voices of individuals and families impacted by poverty, racism, and discrimination in any form. We obligate ourselves to a belief that none of these factors should be a predictor of child welfare involvement or outcomes.

FSS is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. FSS is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If you require a reasonable accommodation in completing an application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Human Resources at c6.hr@fssnf.org.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Youth-related nonprofit field: 1 year (Preferred)
• Contract management: 4 years (Preferred)

Ability to Commute:

• Largo, FL 33771 (Required)

Work Location: Hybrid remote in Largo, FL 33771