Contract Monitor

Oklahoma State Department of Health
May 21, 2023
Oklahoma County, OK
Job Type


Job Posting Title
Contract Monitor


Supervisory Organization
340 Immunization Service

Job Posting End Date (Continuous if Blank)

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full time

Job Type

The annual salary for this position is up to $57,200, based on education and experience.

Job Description

Position Summary

The purpose of this position is to monitor CDC grant funded contracts for Immunization Service for sub-recipient's and vendors according to the approved grant notice of award and IPOM. This includes monitoring compliance with scopes of work and providing technical assistance to all contractors, ensuring proper invoicing and conducting site visits as needed. The position provides feedback and reports for budgetary expenses. In order to provide the services outlined by the federal grant, Immunization Service must have contracts with sub-recipients to ensure the implementation of grant objectives, activities and deliverables at the state and local levels.

Position Responsibilities /Essential Functions

Contract Monitoring - Monitor contracts according to Title 2 CFR 200 Grants and Agreements, OSDH standards, and the contract-monitoring plan. Assist the contractor with complying with the terms and conditions of the contract and applicable laws and regulations, preventing non-compliance by identifying and resolving potential problems by providing consultation and technical assistance. Maintain contract documentation. Review invoices, verify delivery of services, and conduct site visits (virtual and in-person). Process invoices within 3 working days of receipt unless additional documentation or corrections are requested. Review the monthly progress reports submitted by the contractor to ensure contract requirements are upheld. Assist in budget revisions and contract modifications as needed.
Technical Assistance - Assist contractors with complying with the terms and conditions of the contract and applicable laws and regulations, preventing non-compliance by identifying and resolving potential problems through consultation and technical assistance. Attend meetings to assist the contractor with any contractual issues that may arise. Maintain clear and effective communication with contractors on a regular basis and demonstrate good customer service skills.
Prepares administrative, statistical and/or fiscal documents pertaining to departmental activity.
Coordinate and maintain records according to agency and program area records management and disposition requirements.
Performs program planning, development and evaluation activities, and organizing and coordinating program services and activities.
Requires effective working relationships with others, to communicate effectively and to exercise good judgment in analyzing situations and making decisions.
Establish and maintain positive and supportive working relationships.
Provides information to the public on departmental rules, regulations and laws governing the operation of the program.
Anticipates the needs of Immunization Service and advises supervisor of program area concerns and needs.
Investigate and solve problems for supervisor's consideration.
Assist in Quality Assurance/Quality Improvement activities.
Other duties as assigned.
Other Duties
Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
Works effectively in team environment, participating and assisting their peers.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Education and Experience

• Bachelor's degree in public administration, management, accounting, business administration, finance, or an equivalent area AND
• One year of contract management experience OR
• An equivalent combination of education and experience totaling five years.
Preferred Qualifications
Experience managing purchasing and/or contracts for state agencies.

Valued Knowledge, Skills and Abilities

Requirements include knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; and of the major policies and procedures governing assigned programs. Ability is required to plan, coordinate, and manage contracts within grant guidelines and agency policies and procedures; establish and maintain effective working relationships with internal and external partners; communicate effectively both orally and in writing; interpret, analyze, and resolve highly complex administrative and contracting problems; utilize Excel spreadsheets for budget preparation and the analysis of expenditures.

Physical Demands and Work Environment

Work is typically performed in an office setting with a climate-controlled settings and exposure to moderate noise level. While performing the duties of the job, employee is required to talk, stand, walk, and reach with hands and arms. This position requires long period of sitting and daily use of computer and phone. Telework may be considered for a portion of this job based on employee's skills and abilities and is subject of OSDH policy and supervisor's discretion.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current State of Oklahoma employees must apply for open positions through their Workday account. Go to Careers app on WD home screen>Click on 'Find Jobs-Internal State of Oklahoma'.

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