Contract & Procurement Administrator

Job Summary:

The Contract & Procurement Administrator oversees the complete lifecycle of Early Head Start contracts, from initial procurement, development, and negotiation to final execution and ongoing oversight. This role ensures that all contractual activities and procurement processes strictly adhere to local, state, and federal regulations. Additionally, the Administrator is responsible for maintaining a fair, competitive bidding environment and serves as the primary point of contact for resolving grievances and addressing noncompliance issues.

Essential Duties and Responsibilities:

General:

• Develop and implement a qualitative and quantitative process for collecting, tracking, reviewing, evaluating, and analyzing documents/information to ensure contract and procurement compliance.
• Actively participate in the program’s strategic planning.
• Develop relevant policies and procedures.
• Stay abreast of the latest laws and regulations to interpret, clarify, and ensure strict program compliance with Head Start Performance Standards and all local, state, and federal requirements.
• Alerts Leadership to new and/or updated mandates and requirements
• Work collaboratively with all Head Start content area managers, Early Learning Coalition of Miami-Dade/Monroe Contract and Finance Departments, and corresponding staff.
• Establish and implement a process for assuring and monitoring the confidentiality of all records.
• Analyze data and prepare reports as requested.
• Provide information for the programs’ annual report.
• Take an active leadership role in the program’s annual self-assessment
• Responsible for agency-paid equipment (e.g., cell phone, laptop, tablet, scanner, printer, etc.)
• Assist with obtaining in-kind contributions to comply with the grant's non-federal share.
• Act as a liaison between finance and program staff relating to any vendor contractual issues.
• Prepare and present resolutions for the Board of Directors review and approval, as it pertains to contractual and/or procurement matters.
• Presents contract and procurement information during staff or new provider onboarding.
• Review and approve all contractual payments to contractors utilizing the program’s accounts payable system.
• Review all documents provided to contractors and staff are accurate, professional, and complete.
• Review, approve, and finalize all documents received from contractors and ensure that they are accurate and complete.
• Demonstrate precision in reviewing legal language and technical specifications to prevent compliance "findings" during federal audits
• Responsible for the program’s preparation for federal monitoring reviews and annual audits, ensuring all procurement files are "audit-ready" with clear documentation of competition and cost analysis.
• Participate in professional development activities and meet 15 hours of in-service training for the Early Head Start program.
• Perform other duties as assigned to support the overall success and alignment of the program.

Contracts

• Review and analyze contracts and Memorandums of Understanding for appropriate specifications and/or scope of work with program staff’s input to assure compliance with local, state, and federal regulations.
• Conduct contract and amendment negotiations that are in the best interest of the program and in partnership with relevant staff.
• Prepare and send pre-negotiation guide;
• Coordinate and lead contract negotiation meetings.
• Track Agreements to make sure they are signed and distributed in a timely, effective manner.
• Re-negotiate and amend existing agreements/contracts as needed.
• Responsible for fully executing the renewal and extension of contracts.
• Work with the program’s legal counsel for review and approval of all contractual documents.
• Identify issues regarding internal and external parties questioning contract compliance issues, purchasing policy, or procurement procedures.
• Present all non-compliance cases to ELT to determine if termination or corrective action is needed and follow through each process and assist during all dispute resolution process.
• Coordinate Review Committee meetings.
• Develop a communication system for notifying vendors of actions and to present issues to the Contract Review Committee.
• Prepare all cases of Termination for Cause, including DCF licensing Violations; Reasons to believe the suspected Fraud has been committed by the provider; USDA Disqualified List; Expired Documents; Notice of Non-Compliance ASQ; Emergency Termination; ELPFP benchmark change of status and delinquency notices; EHS program non-compliance CAPs or termination letters; Notice of Dismissals. Also, Draft and send all Notices of Terminations for Voluntary Closures from the provider.
• Prepare the files for the attorney to present the cases during all review hearings, committee meetings, board meetings, or others as requested.
• Responsible for the implementation of the Due Process and ensuring the Contract Review Committee determinations are followed as instructed.
• Draft and send to legal all Notices of Review Hearing Conclusions, including termination, Corrective Action Plans. Request all records from providers after termination.
• Collect all documents for the public record request.
• Maintain the table of non-compliant providers updated at all times.
• Coordinate the process for drafting a settlement agreement.
• Interpret and clarify contract provisions and legal requirements to program and support staff.

Procurement

• Develop and maintain RFQ, RFP, ITB, ITN, and PS boilerplates.
• Review and analyze RFQ, RFP, ITB, ITN, and PS for appropriate specifications and/or scope of work with program staff’s input to assure compliance with public procurement regulations while meeting the needs of the program.
• Ensure that bid specifications are clear, biddable, and not unduly restrictive.
• Assist with the bid solicitation development activities to ensure audit compliance
• Review, read, and rate proposals.
• Serve as team lead during a procurement process, including conducting debriefings, preparing evaluation documents, making proposal recommendations, and participating in the appeals process.
• Interpret and clarify procurement processes to program staff.
• Create and review Purchase Orders (POs)
• Monitor database of approved Purchase Orders
• Verified received goods against invoices and collaborating with accounts payable to process payment
• Coordinate review committee meetings and vendor selection process, with program staff.
• Develop, maintain, and share the database of approved vendors.
• Ensure all purchases meet the criteria of being allowable, allocable, reasonable, and necessary under federal grant guidelines.
• Expand the vendor pool, with a specific focus on identifying and recruiting new vendors.
• Develop and maintain a system for soliciting new vendors.

Experience and Training:

• Bachelor’s degree in paralegal, law, or related field required.
• Must have 1-2 years of contract and grant management experience within a nonprofit and/or social services agency.
• Skilled in communicating with people
• Knowledge of Head Start performance standards and regulations preferred but not required
• Relevant experience may be considered in evaluating qualifications; however, all minimum education requirements must be met and cannot be substituted by experience or training.
• Notice to Applicants: This position requires background screening through the Florida Care Provider Background Screening Clearinghouse. For more information about background screening requirements, visit: https://info.flclearinghouse.com

Special Requirements:

• Must be willing to travel all areas, as needed, within the South Florida areas to perform required tasks and provide own reliable transportation.
• Requires a valid Florida Driver’s License, a good driving record and automobile insurance, as required by the Early Learning Coalition driving policy
• 30% or more travel will be required if needed
• Must pass a physical examination at the time of hire and every 2 years thereafter
• Must pass a Level II background screening hire.
• Must pass drug test prior to hire.

Pay: $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Required)

Experience:

• Paralegal: 2 years (Required)
• Contract management: 2 years (Required)
• Nonprofit management: 2 years (Required)

Work Location: In person