Contract Coordinator – Department of Human Services

***Help keep essential human services moving for our community! *** ***The El Paso County Department of Human Services is seeking a highly organized and customer-focused Contract Coordinator to support the purchasing and contract-management processes that connect our programs, providers, and internal partners. *** In this fast-paced role, you'll coordinate contract documentation, track purchasing and financial activities, manage high-volume communications, and use Excel and database systems to keep critical work accurate, compliant, and on schedule. If you are a dependable, detail-oriented self-starter who communicates professionally, manages competing priorities with confidence, and takes pride in exceptional follow-through, we want to hear from you. Experience creating RFQs is a plus but not required---bring your initiative, organizational skills, and commitment to excellent service, and apply today! ** Hiring Range: $52,000.00 - $56,000.00 annually ** This position has an anticipated work schedule of Monday -- Friday 7:00 AM -- 3:30 PM or 8:00 AM -- 4:30 PM; Flexible Schedule Options Available. Hybrid schedule may be available upon successful completion of the initial evaluation period; subject to change. The Contract Coordinator provides essential support in the procurement and contract management processes. Responsible for processing purchase orders, monitoring insurance policies, and coordinating with appropriate staff. This role ensures the smooth operation and adherence to procurement and financial standards of the agency's contracts. The position plays a critical role in facilitating communication between procurement, finance, and external vendors. Serves as a liaison to the Financial Services Department and ensures compliance with internal controls, policies, procedures, standards, and other related directives. Employment is subject to the terms, conditions, and policies detailed in the Personnel Policies Manual (PPM). This position requires regular in-person presence as an essential job function. This position may be subject to grant funding. ## Essential Duties/Responsibilities - Answers and screens incoming phone calls and email inquiries. Provides accurate and detailed information and/or directions. Provides administrative and program support regarding funding and contracts. Ensures compliance with internal finance controls, policies, procedures, standards, and other related directives. - Coordinates purchasing functions; obtains quotes, makes recommendations, and assists with development of Requests for Proposals (RFPs) for agency purchases. - Prepares and tracks purchase orders, including those attached to cooperative agreements, subscriptions, and memberships. Performs administrative duties, including approving invoices, tracking expenditures, filing paperwork, drafting change order paperwork, processing purchase orders in a software system, conducting closeout activities, and communicating with contractor or agency staff as necessary. - Reviews and processes invoices for submission to Finance and coordinates daily deposits and transfers. Reviews and submits travel paperwork completed by program staff. - Provides fiscal oversight for purchases, expenditures, and financial transactions. Ensures documentation is accurate and expenditures are properly accounted for and charged appropriately. Assists in developing and monitoring budgets and contracts as directed. - Develops forms, processes, and procedures for consistent contract-related duties. Creates and maintains spreadsheets and databases for assigned projects. - Coordinates pre-award application process for a program area. - Stores documentation for assigned workload in an electronic fili g system based on agency policies and procedures. - Prepares spreadsheets, reports, and presentations as requested; performs research as needed. - May monitor financial management of grants; holds and labels all agency grant and contract documents. Responsible for coordinating and communicating grant timelines with leadership. - Organizes and facilitates meetings as appropriate. Communicates with County partners as necessary. - Assists team members with special projects as needed, including contract processing and paperwork distribution. - Attends training, conferences, and workshops to maintain knowledge and meet the agency's cornerstone requirements. - Performs other duties as required. Supervision Exercised: This classification does not have supervisory authority and requires no supervision or direction of others. Supervision Received: Receives intermittent supervision. This classification normally performs the job by following established standard operating procedures and/or policies. Regular direction, guidance, and coaching from supervisor is expected. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically. ## Qualifications Knowledge, Skills & Abilities - Working knowledge and proficiency with Word, Excel, Access, and other Microsoft and database programs. - Strong proficiency in language composition, grammar, editing, and written presentations. - Strong customer service orientation and experience. Ability to provide excellent customer service. - Ability to obtain and retain a working knowledge of applicable programs, procedures, and policies. - Ability to work independently and with minimal supervision; ability to assess situations and make prudent and appropriate decisions. - Ability to efficiently plan, schedule, organize, and meet deadlines. - Ability to coordinate and prioritize multiple tasks and meet deadlines. - Ability to work independently and as part of a team. - Ability to utilize critical thinking skills and make sound judgments in uncertain situations. - Ability to communicate and work effectively with co-workers, prospective and contracted providers, other agencies, and the public. - Ability to use standard office equipment including computer, scanner, copier, and telephone. - Ability to maintain the security of sensitive and confidential information. - Maintain regular and punctual attendance. Required Education & Experience - High school diploma or equivalent education. - Two years of administrative experience in an office environment. - Associate's degree in a related field may substitute for one year of the required experience. - Bachelor's degree in a related field may substitute for two years of the required experience. - Education substitutions are not cumulative; only the highest qualifying degree will be considered. Preferred Education & Experience - One year of experience in accounting, finance, procurement, or related field. Pre-Employment Requirements - Must pass conditional post offer background investigation and drug screen. ## Work Conditions Duties are primarily performed in an office and remote work environment dependent upon Department discretion and business needs; some travel may be required. *The classification specification above is intended to describe the general nature of work, key responsibilities, and minimum qualifications. Minimum qualifications reflect the baseline experience required for the classification. Departments may establish additional or preferred qualifications to address operational needs, assignment complexity, and specialized functions, provided such qualifications are job-related, consistent with the intent of the classification, and as approved by the Human Resources department. Specific job assignments, duties, education, experience, licenses/certifications,