CONTRACT SERVICES COORDINATOR- 40001493

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GENERAL DESCRIPTION:

The purpose of this position is to serve as the Department of Social Services’ (DSS) fiduciary and subject-matter expert for the full lifecycle of contractual agreements. The position manages all stages of contract formation, negotiation, execution, monitoring, amendment, and close-out to ensure compliance with federal, state, and local regulations. This position works under general supervision and exercises independent judgment in developing methods, workflows, and solutions to ensure the integrity of DSS contractual and fiscal operations. 

DUTIES AND RESPONSIBILITIES:

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary. The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Organizes, drafts, negotiates, and manages the terms and conditions of all DSS contractual agreements.

• Reviews and routes contracts requiring Risk Management, Legal, and Finance approval.

• Coordinates with program areas on specifications, scopes of work, service expectations, and funding alignment.

• Supports RFPs, bids, solicitations, and procurement processes in compliance with County and State purchasing guidelines.

• Maintains all contract documentation, ensures compliance with governing rules, resolves disputes, and tracks deliverables.

• Coordinates contract closure ensuring all financial and performance obligations are met and that proper audit documentation is maintained.

• Works with legal counsel to terminate agreements when required by policy or compliance findings.

• Manages internal financial tracking tools including encumbrances, budget balances, invoice status, and consumption reports.

• Reconciles invoices to SAP budget lines; identifies discrepancies and follows up for resolution.

• Supports annual grant (WBS) setup, ensuring compliance for items funded with state and federal sources.

• Provides cost analysis for annual budget preparation.

• Monitors fiscal-year spending patterns, prepare amendments, and projects funding needs.

• Tracks changes such as inflation, funding reductions, or statutory adjustments and incorporate them into budget projections.

• Maintains and enhances automated workflow platforms (SAP, Power BI, Laserfiche).

• Develop dashboards, performance trackers, and audit validation tools.

• Evaluates processes and identifies efficiencies to reduce errors, improve compliance, and strengthen fiscal controls.

• Recommends technology and workflow updates to leadership to support continuous improvement.

• Maintains record retention systems, historical archives, and current contract repositories.

• Creates and updates annual contract templates, forms, and standardized documents.

• Ensures compliance with County Procurement Manual, Uniform Guidance, DSS State Fiscal Manual, NC DHHS policies, and all local regulations.

• Prepare documentation to support internal and external audits and participates in audit reviews as needed.

• Serves as a liaison with vendors, County Finance, Legal, program management, state consultants, and other government entities.

• Performs related work as assigned.  

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Thorough knowledge of procurement and contract administration principles and practices.

• Strong understanding of budget management, cost analysis, accounting, and financial reconciliation.

• Skill in interpreting statutory and regulatory requirements, particularly related to social services funding.

• Advanced proficiency in SAP, Microsoft Excel, and automated workflow systems (Power BI, Laserfiche).

• Ability to analyze complex data, identify risks, assess contract language, and prepare accurate recommendations.

• Strong written and verbal communication skills for interacting with internal and external stakeholders.

• Ability to manage multiple deadlines, maintain organized records, and ensure compliance with auditing standards.

• Strong analytical skills, independent decision-making, and advanced knowledge of procurement processes, budgetary requirements, and legal and regulatory frameworks governing social services funding.

• Skill in problem-solving, negotiation, and independent decision-making.

• Strong communication skills- both written and oral.

• Ability to write effective grant proposals.

• Strong analytical skills and the ability to focus on details.

• Strong organizational and time management skills. 

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• Associate’s degree in business, economics, procurement, finance, accounting, or a related field; and three (3) years of experience in procurement, contract or bid management, finance, accounting, or related government operations.

• An equivalent combination of education and experience may be considered, such as: Bachelor’s degree in business, finance, accounting, law, public administration, or related area. 

PREFERRED CERTIFICATION AND EXPERIENCE:

• Procurement or contract certification(s).

• Governmental or public-sector finance experience.

• Paralegal or legal contract administration experience. 

May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of Durham County. This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice. 

ESSENTIAL SAFETY FUNCTIONS: 

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed, and employees are properly trained 

AMERICANS WITH DISABILITIES ACT COMPLIANCE:

Durham County is an Equal Opportunity Employer. ADA requires Durham County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management. 

BACKGROUND CHECK STATEMENT:

This position may be subject to a background check, which could include, but is not limited to, criminal history (employment-related and/or SBI fingerprint-based), credit history, motor vehicle records, educational verification, and checks of the sexual offender registry, depending on the specific requirements of the role. A conviction record does not automatically disqualify an applicant from employment consideration, unless otherwise required by applicable state law.