Contract Administrator for PPAAA

Pikes Peak Area Council of Governments•Colorado Springs, CO

About The Position

This is an exempt position with the Pikes Peak Area Council of Governments Area Agency on Aging (PPACG AAA). The Contract Administrator manages the subcontracting process with community agencies that provide services to adults age 60 and older through Older Americans Act (OAA) Federal and State General Funds. PPACG seeks a diligent, detail-oriented professional to help ensure compliance with federal, state, and local grant requirements. Responsibilities span the provider-services funding cycle, including issuing Requests for Proposals (RFPs) and Letters of Intent (LOIs); collecting annual provider budgets; drafting and managing contracts; monitoring fiscal and program reporting; and conducting annual on-site assessments for contract compliance. Work may also include preparing, processing, and monitoring budgets, contracts, and insurance documentation; compiling information and producing reports; and maintaining related records.

Requirements

Bachelor’s Degree in Public Administration, Rehabilitation Counseling, Social Work Administration or Human Services curriculum plus a minimum of 2 years of progressively responsible experience with an agency serving human services needs or project management, or
Associate’s Degree in Public Administration, Social Work Administration or Human Services curriculum plus a minimum of 4 years of progressively responsible experience with an agency serving human services needs or project management, or
May have commensurate work experience of at least 6 years in lieu of a degree.

Nice To Haves

Work effectively with employees, officials, provider staff, and the public; and demonstrate advanced computer skills
Experience interacting with federal and state agencies and administering federal grants; experience with evaluation and monitoring procedures to ensure compliance with federal and state regulations
Ability to communicate effectively in written and oral formats; Must be an excellent communicator, including the ability to provide timely responses to emails, messages, and phone calls
Knowledge of funding processes, regulatory compliance, contracting, program and fiscal management

Responsibilities

Contract Lifecycle Management
Oversees OAA Federal and State General Fund contracts for service providers (e.g., Evidence Based, Legal Assistance, Transportation, Assisted Transportation, Material Aid, Home Delivered Meals, Congregate Meals and Family Caregiver services), including budget preparation and service delivery projections.
Leads procurement and contracting for Provider Services, including developing RFPs, Option Letters, Letter of Intent and negotiating annual provider agreements, and supporting new contract development as priorities indicate.
Administers contract and grant activities, including monthly reporting, reimbursement requests, budget/insurance documentation, and contract-related analysis for the Regional Advisory Council (RAC) and its subcommittees.
Technical
System administrator for CBRES, SUDS and OOA-SYS.
Supports all users on SUDS and OOA-SYS by providing training, troubleshooting and technical support.
Enters fiscal and program data into the automated systems and verifies accuracy; inputs and monitors budget data and related revenue/expense information.
Compliance
Monitors contract compliance through annual on-site visits and assessments; addresses findings, compliance citations, and consumer complaints; and ensures SUA, CDHS and other requirements are met.
Prepares, processes and distributes reports, correspondence and various forms; maintains records, reports, documents and files according to records retention procedures and regulatory requirements.
Analytical Skills
Partners with Finance to monitor provider statistics, expenditures, and performance metrics; identifies discrepancies/areas for follow-up; and compiles provider evaluation reports for management.
Maintains and reconciles program and fiscal data in state databases (CBRES); pulls and analyzes reports to identify and resolve discrepancies (SUDS); and participates in monthly/quarterly state data monitoring meetings.
Regulatory
Serves as a resource on applicable laws, policies, rules, and regulations by responding to information requests; researching issues; and providing recommendations and guidance.
Communication
Provides technical assistance to service providers and supports AAA voucher programs, including trainings/meetings, one-on-one support, answering questions, and processing monthly provider payments.
Collaborates with internal teams and external providers on OAA/Older Coloradoans Act program requirements, contract implementation, and continuous improvement.
Maintains current knowledge of contract requirements, program changes, and available training through webinars, presentations, and partner communications.
Performs other duties as assigned