Division / Program: 
Position Details
Opening Date: 
Fri, 04/06/2018
Position Summary: 
The Contracts Specialist performs contract management activities for an assigned caseload of PHLpreK Providers. The Contracts Specialists implements with high fidelity established contract monitoring and reporting policies and procedures. The Contracts Specialist performs contract monitoring activities including the implementation of monitoring protocols, 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 PHLpreK Contracts Coordinator and works closely with PHLpreK providers and all other members of the UAC PHLpreK administration team. 
Reports To: 
Key Duties & Responsibilities: 
Specific tasks include (but are not limited to):
  • Completes invoicing, monitoring and auditing activities to meet contractual requirements associated with payment, performance and compliance
  • Understands and ensures provider compliance with applicable laws and regulations, funder requirements, and 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 PHLpreK Provider request for application and contract renewal activities
  • Disseminates tools, trainings, and other resources to ensure PHLpreK 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
  • Build strong relationships with PHLpreK providers and a network of supporting service providers to maximize effectiveness and quality.
  • Work with internal team including Project Manager, Coordinator, Accountant, and Specialists to ensure PHLpreK providers are provided with consistent, customer-friendly, and high quality support.
  • Insure that records and required data collection are properly maintained and are completed in a timely fashion.
  • Consult with other staff and stakeholders about PHLpreK provider progress, concerns, and ongoing needs.
  • Meets, as required, with project leads from the City, PHMC, Subcontractors, Technical Assistance/Professional Development providers, and other partners to closely monitor results versus plans.
  • Maintains accurate records of services provided and other key metrics, provides timely reporting on activities.
  • Other duties as assigned by the Project Manager.
Education, Knowledge, Skills & Abilities: 
  • Bachelor’s degree in a related field required; Master’s preferred
  • Experience with early childhood programs, contract management, auditing, monitoring, compliance, administration and/or reporting.
  • Expertise in the provision of high quality customer service and programmatic/administrative supportive services.
  • Expertise in Microsoft Office, creating Excel spreadsheets, modifying Excel spreadsheets, preparing reports, and data collection.
  • Knowledge and familiarity with the provision of Early Childhood Education services
  • Adaptability is important for success in this role; the successful candidate will be flexible and responsive to help shape an evolving project.
  • Track record of completing projects and achieving goals on time, while delivering high quality results.
  • Outstanding interpersonal, and communication skills with the established ability to effectively forge strong relationships with diverse audiences and influence cross functionally.
  • Ability to travel throughout Philadelphia.
  UAC is an Equal Opportunity Employer
Contact Info
Contact Info: 
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