OST Contracts Specialist in Philadelphia, PA at Public Health Management Corporation

Date Posted: 7/28/2020

Job Snapshot

  • Employee Type:
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

PHMC serves as the intermediary for the Department of Human Services’ (DHS) Out of School Time Project (OST). This project supports approximately 20,000 youth in grades K-12 through 180 programs throughout the city of Philadelphia. The project aims to provide quality out of school time programming to improve life skills, increase academic engagement and prepare youth for higher education and employment.

The Contracts Specialist, under the direction of the OST Fiscal Supervisor, is responsible for ensuring provider agencies’ conformance to contractual, governmental, and agency mandates and standards regarding fiscal and programmatic operation of out of school time (OST) programs. The Contracts Specialist will determine contract compliance; identify problem areas in the reporting of contracted services; and evaluate provider agency administrative operations and procedures.  The Contracts Specialist will review and present analyses of data submitted to PHMC via the Management Information System (MIS), provide technical support regarding MIS data entry, program budget development and all fiscal and programmatic compliance requirements.

The successful candidate is one who thrives in an environment of both autonomy and teamwork and will be invested in the growth of individual programs as well as the system and will develop relationships with community based providers.


  • Serve as conduit of fiscal and contractual information between PHMC and assigned provider agencies (20-25)
  • Provide technical assistance in the areas of budget preparation, compliance documentation, and MIS support to provider agencies which will assist them in providing all data necessary to meet compliance requirements.
  • Conduct 2-3 health and safety visits to a subset of programs
  • Facilitate training to provider agencies on use of MIS database; maintain MIS manuals and help documents
  • Monitor contract spending and timeliness of invoicing
  • Review and approve invoices
  • Investigate inaccuracies in invoicing and resolve outstanding issues
  • Ensure providers are paid within 21 days of PHMC’s receipt of an approvable invoice
  • Conduct annual administrative reviews to assess contract compliance
  • Serve as core staff responsible for implementing and maintaining oversight of contract development and execution for OST Contacts
  • Collect information on compliance metrics
  • Participate in group and individual provider meetings
  • Provide content on all relevant Compliance activities for the Quarterly Report and any other requested communication.
  • All other duties as assigned


  • Experience working with budgets, invoices, and financial reports
  • Knowledge of budget development, preferably as it relates to OST programming
  • Strong analytical skills
  • Technologically proficient, specifically in Microsoft Excel, Word, and web-based data systems
  • Ability to meet deadlines with a high level of accuracy
  • Ability to work independently as well as on a team
  • Strong organizational and time management skills
  • Excellent oral and written communication skills
  • Strong interpersonal skills
  • Experience providing customer service
  • Ability to relate to diverse program environments and people of diverse cultures
  • Knowledge of, or strong willingness to learn about administrative principles and practices as they relate to OST program operation


  • Minimum two years of related experience required

Education Requirement: 

  • Bachelor’s Degree in public policy and administration, or business-related field
  • Pennsylvania Quality Assurance System – Certified Instructor or ability to obtain


  • Commensurate with education and experience
  • Grade 18