Contract Analyst

Quality Staffing•Nashville, TN

37d•Hybrid

About The Position

Quality Staffing, Inc., also doing business as Goddard Mason Executive Search, a leading full-service employment agency matching qualified talent with some of the area's top companies, is looking for an experienced Administrative Services Manager/Contract Analyst to work through our agency as a contract employee with the Tennessee Department of Health (TN DOH) located in Nashville, TN. This is a hybrid position working from 8:00 am to 5:00 pm Monday through Friday for a total of 37.5 hours per week. The pay rate for this position is $28.50 per hour. The Contract Analyst role will support CEDEP and BGM by coordinating contract requests from intake through execution, maintaining accurate contract records, tracking procurement and renewal timelines, reviewing invoices, and supporting audit-ready contract documentation. The position works closely with program staff, fiscal, legal, procurement, and leadership stakeholders to move contracts and invoices through review efficiently and in compliance with applicable requirements. In-office work will be required for this position so candidates must be local to the Nashville area.

Requirements

Experience with contract development, procurement coordination, invoice review, contract monitoring, or fiscal administration.
Experience using Excel trackers, SharePoint, or similar tracking systems to manage deadlines and documentation.
Ability to interpret contract requirements, budgets, scopes of service, and invoice support documentation.
Strong attention to detail and ability to maintain audit-ready records.
Strong written and verbal communication skills, including the ability to communicate clearly with internal teams, external partners, and leadership.
Strong Microsoft Office skills, including Excel, Outlook, PowerPoint, and Word.
Ability to management multiple priorities, track deadlines, follow up consistently, and maintain accurate records.
Ability to work independently, exercise sound judgement, and complete assignments with minimal revision.
Experience using database, tracking tools, SharePoint, or similar systems to manage work and documentation.

Responsibilities

Receive and triage contract requests from program staff; confirm service need, period of performance, funding source, and required timeline.
Develop or support development of scopes of service and ensure alignment with program intent, grant or appropriate allowability, and state contracting requirements.
Prepare or validate contract budgets, including maximum liability, line-item structure, and required budget attachments.
Identify the appropriate contract pathway, including new contract, renewal, amendment, termination, or closeout.
Plan backward from deadlines to keep contract work moving and prevent gaps in service.
Determine whether procurement must be competitive and coordinate early with the appropriate procurement or competitive coordinator.
Support development of competitive documents and packages using approved templates, required scoring structure, and attachment standards.
Manage competitive timelines and logistics, including schedule-of-events coordination, required postings, evaluator coordination when applicable, and timely submission of required forms.
Ensure required forms, attachment consistency, documentation standards, and other competitive integrity steps are completed.
Use Caspio daily to initiate, route, and track new contracts, renewals, amendments, and related contract actions.
Create and maintain contract records with complete and accurate required fields, including identifiers, vendor, term dates, maximum liability, funding source, competitive status, and milestones.
Monitor workflow and status stages, respond to send-back items, correct documentation, and resubmit packages promptly.
Use Caspio reporting views to identify expiring contracts, prioritize renewals, and track open requests by workflow stage.
Review contract invoices for accuracy, alignment with contract terms and budget, required documentation, and deliverable requirements.
Ensure invoices are properly stamped, reviewed, accurately coded, and routed for payment within five business days of receiving the invoice and required support.
Track invoice status using Caspio and follow up on invoices stalled in workflow.
Maintain monitoring files or Caspio/Excel reports to track cumulative spend, remaining balances, invoicing cadence, late invoices, contract end-date risk, renewal status, and issues requiring corrective action.
Identify and elevate risks early, including late invoicing, documentation daps, overspend risk, and end-date risk, with recommended corrective actions.
Assist program staff with contract development and submissions by providing templates, guidance, and hands-on coordination from draft through execution.
Coordinate across program, fiscal, legal, procurement, and leadership stakeholders to move contracts through review efficiently.
Provide routine status updates to program leadership on contract progress, execution timelines, and invoice/payment status.
Maintain organized contract files, including competitive documentation, drafts, approvals, executed agreements, amendments, invoice support, and related records consistent with retention requirements.