Area Agency on Aging (AAA) Contract Monitor

Alamo Area Council of Governments•San Antonio, TX

About The Position

The Contract Monitor is a responsible, non-supervisory position within the Alamo Area Council of Governments (AACOG) Area Agency on Aging (AAA). The role ensures the compliance, performance, and integrity of contracts for programs and services for older adults across the AAA’s 13-county region. The Contract Monitor oversees contract execution, confirms adherence to terms and conditions, and facilitates communication among vendors, contractors, and internal departments to minimize risk and ensure contractual obligations are met. The position reviews contractor submissions, monitors performance and deliverables, conducts audits and site visits, addresses performance issues, and identifies risks and potential corrective actions. It maintains contract records, tracks deadlines and financial obligations, prepares monitoring reports, supports audit responses, and assists with RFPs and contract proposals. The role also contributes to improving contract management processes and stays current on relevant best practices, legal requirements, and trends. It requires driving an automotive vehicle to work sites for inspections and meetings within the AAA region.

Requirements

Associate’s degree in business administration, Legal Studies, Procurement, or a related field.
A minimum of 3–5 years of experience in contract management, procurement, compliance, or a related field.
Ability to drive an automotive vehicle to and from work sites within the AAA region.

Nice To Haves

Experience in a public sector or non-profit organization.
Professional certification, such as Certified Professional Contract Manager.

Responsibilities

Assist in evaluating contractor reports, invoices, and other submissions for accuracy and completeness.
Monitor contract performance and contractor adherence to contractual terms, conditions, scope of work, timelines, and deliverables.
Conduct regular audits of contract deliverables, services, and products to assess quality and compliance with agreed-upon standards.
Address and resolve performance issues or discrepancies promptly.
Conduct site visits or audits to review contractor activities and verify compliance with agreed-upon standards.
Ensure contractors’ staff are properly supervised, have mandated certifications, and perform required duties.
Investigate potential problem areas and recommend resolutions.
Identify risks associated with contract execution and develop mitigation strategies.
Report non-compliance or contract violations to appropriate internal stakeholders and recommend corrective actions.
Serve as the primary point of contact between the organization and vendors or contractors.
Maintain organized, accurate, and up-to-date records of contracts, amendments, and correspondence in accordance with organizational policies.
Prepare and submit monitoring reports on contractor performance and compliance, including violations and corrective actions.
Track contract deadlines, deliverables, and financial obligations to ensure timely completion.
Facilitate communication among internal departments, including Health and Human Services Commission contract monitoring, procurement, legal, finance, and project management.
Provide senior management and the coordinator with regular updates and reports on contract status and performance.
Support the creation of templates and checklists to standardize contract monitoring.
Assist with preparation of RFPs, contract proposals, and related documents as needed.
Analyze contract management processes and suggest improvements to efficiency and effectiveness.
Stay informed about industry best practices, legal requirements, and emerging trends in contract management.
Participate in training and professional development opportunities.
Drive an automotive vehicle to and from work sites for inspections and meetings within the AAA region.
Assist the department in preparing audit responses and resolutions to audit reports from external and internal entities.
Perform other work-related duties as assigned.