PHL PreK Contracts Specialist in Philadelphia, PA at Public Health Management Corporation

Date Posted: 7/29/2020

Job Snapshot

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    Not Specified
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Job Description

The Contracts Specialist performs contract monitoring activities including the implementation of monitoring protocols, review and approval of invoices, desk audits, performance reports and file reviews. In addition, the Contracts Specialist identifies areas of noncompliance and develops corrective action plans as needed. This position is under the direct supervision of the PHL PreK Contracts Coordinator and works closely with PHL PreK providers and all other members of the PHL PreK administration team.


  • Completes invoicing, compliance monitoring, and auditing activities to meet contractual requirements
  • Understands and ensures provider compliance with applicable laws and regulations, funder requirements, and PHMC standards regarding contract management
  • Collects and enters all necessary performance data and audit notes in designated information management systems and data tools
  • Develops corrective actions plans that effectively resolve areas of contractual noncompliance as needed
  • Determines if technical assistance or professional development is needed to remediate areas of noncompliance and makes referrals as needed
  • Tracks provider utilization of technical assistance or professional development resources
  • Collects data and reports on trends in identified areas of noncompliance within provider caseload
  • Reviews and approves provider invoices with high degree of accuracy within the contractually established timeframe
  • Tracks and reports on provider compliance with fiscal benchmarks, including obligation benchmarks, auditing benchmarks and fiscal close-out benchmarks
  • Assists the Contracts Coordinator in completing any requests for budget, finance or audit reports
  • Supports annual PHL PreK Provider request for application and contract renewal activities
  • Disseminates tools, trainings, and other resources to ensure PHL PreK providers understand and can successfully comply with the established contracting, reporting, invoicing, auditing, and annual reconciliation requirements
  • Exercises good judgment in the application of rules, protocols, and guidelines to ensure consistent application across all Providers in caseload
  • Actively seeks opportunities and cultivates partnerships to expand the value of program services in alignment with funder priorities and guidance
  • Engages in ongoing professional development to support continuous quality improvement and relevant translation of research to practice within program operations and professional development processes for all program staff as part of the commitment to excellence

Organizational Relationships:

  • The Contracts Specialist reports to and is supervised by the PHL PreK Contracts Coordinator. This position is full time 100% FTE.

Core Competencies:

  • Knowledge of general office policies, procedures and work methods
  • Knowledge of administrative and auditing practices
  • Knowledge of personal computers and networked systems and their use, applications for database management, tracking and reporting in a human services or similar environment
  • Ability to facilitate the coordination of multiple tasks
  • Ability to communicate effectively with employees, other professionals, government agencies, in a positive, pleasant, professional and productive manner in writing, by telephone, and in personal contacts

Education Requirement:

  • Bachelor's Degree in Business Administration, Social Work, Education, or related field
  • Two years related experience human services, early childhood, education, government or related field

Other Requirements:

  • This job includes the normal physical demands associated with office work including bending, lifting, and carrying.
  • Ability to pass a health examination and criminal background check. Ability to work effectively with minimal daily guidance. Knowledge of community resources. Successful experience working in a team setting. Ability to present a positive image of the organization to members of the community.
  • This position may include the need to attend weekend or evening meetings or trainings and might involve travel.