Contracts Specialist (NCS) - Mayor's Office of Employment Development

THIS IS A NON-CIVIL SERVICE POSITION

POSTING DATE: 4/10/2025

SALARY RANGE: $70,338.00 - $112,807.00 ANNUALLY

Funded until 6/30/2028

BACKGROUND CHECK

Eligible candidates under final consideration for appointment to positions identified as positions of trust will be required to complete authorization for a Criminal Background Check and/or Fingerprint must be successfully completed.

PROBATION

All persons, including current City employees, selected for this position must complete a mandatory 6-month probation.

About the City of Baltimore Mayors Office of Employment Development:

The Mayors Office of Employment Development (MOED) coordinates and directs workforce development initiatives responsive to the needs of Baltimore City employees and job seekers to enhance and promote the local economy. Our vision is for every City resident to maximize his/her career potential and for all employers to have the human resources to grow and prosper a workforce system that works .

SUMMARY OF POSITION

This is contract drafting, monitoring, and administrative services work at the full professional level. As a member of the Contracts team, the individual will assist in the contract negotiation process with suppliers, vendors, service providers, and subcontractors on behalf of the agency and its respective customer base. Serve as principal liaison in the Contracting and Compliance Unit to create written agency contracts and agreements for the procurement and/or delivery of goods and services within 60 days (for submission requests deemed Contract Ready by the Contracting Unit). Monitor, track, and process monthly invoice reimbursement requests for all assigned Agreements, ensuring accuracy, compliance of contract terms, and that expenditures are allowable, reasonable, and fully supported. Provide training and/or technical assistance to (internal and external) parties on the process of preparing contracts for BOE approval and the procedures for submitting supplemental documentation to better manage expectations of Contract Readiness and provide a reasonable timeframe for BOE approval.

ESSENTIAL FUNCTIONS

• Conduct technical review of project plans, budgets and supplemental materials for completeness and accuracy to ensure alignment with Requests for Proposals (RFP) requirements and to conclude Contract Readiness within 3 business days of receipt.
• Prepare and distribute written feedback (within 3-5 days of completing technical review) to Management and/or applicant whenever additional information or revisions are necessary (with a return by date) before the Contract Development process can begin.
• Transcribe Grant Awards and proposals into DRAFT MOUs, Individual Training Accounts, Subcontractor Agreements, or Customized Training Agreements, confirming all qualification documents meet procedural requirements (within 5-7 business days for all Contract Ready items).
• Manage the development process for all Contract Ready requests by recording and tracking all pending activity (weekly) into the Contract Assistant database until approved for full execution by the Board of Estimates (BOE).
• Establish and maintain relationships with internal staff and external stakeholders (Legal, Audits, Procurement and the Comptrollers office) to endorse preliminary approval of project plans, budgets, and to confirm all clauses/terms contained are consistent with current regulatory requirements (and other provisions) as dictated by the funding source.
• Process monthly invoice reimbursements for payment within 10 business days of receipt; verify supporting documentation is appropriate and accurate; calculate all line item expenditures for accuracy; verify participant enrollment and/ or vendor has completed case notes prior to invoice submission. Track monthly expenditure amounts requested vs actual amounts approved for payment to determine accuracy and/or disallowed costs.
• Represent the Contracting Unit at WIOA Youth Quarterly Programmatic Monitoring, led by management staff, to address any questions or concerns with contract terms, budget, or invoices.
• Perform periodic desk reviews of fiscal activity for assigned contracts (based on excessive calculation errors, unallowable reimbursement requests, underspending grant award, etc.); schedule and conduct annual Fiscal Monitoring Site Visits for assigned contracts to verify check/credit card payments have cleared the bank when compared to a random sampling of invoiced expenses; provide written correspondence with any finals and/or requests for corrective action plans.
• Complete Quarterly Status Reports of aggregate expenditures and projections for each assigned contract.
• Note any omissions, clarifications, or revisions required for the Project Plan Narrative
• Highlight any unallowable costs and math errors and specify revisions necessary to the Budget
• Request support documentation (when applicable) to justify the request (e.g., lease agreement, list of leveraged resources, proof of adequate insurances, third-party contracts, etc.)
• Provide the Manager of Contracting and Compliance Reporting with a written review of revisions, documentation requests, and return by date recommendation (contained in the established Contract Development Process Timeline)
• Track the vendors response to requests, verify that all documentation has been received, and note the date Contract Readiness was determined.

EDUCATION AND EXPERIENCE REQUIREMENTS

EDUCATION: Have a bachelor's degree from an accredited college or university.

AND

EXPERIENCE: Have three years of experience administering contracts in a city, state, or federal government agency.

OR

EQUIVALENCY NOTES: Have an equivalent combination of education and experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• Apply analytical and evaluative methods and techniques
• Deliver clearly written Contracts, MOUs, and Agreements
• Oversight of the entire life cycle of a city, state, of federal Contract
• Identifies and manages competing and shifting priorities effectively
• Using accounting software/ systems to process invoices, payments, and reimbursements
• Deliver on commitments in a timely manner
• Communication and Negotiation Skills

BENEFITS

The City of Baltimore offers a generous and competitive benefits package. You can learn about our benefits here:

Financial Disclosure:

This position is required to complete a Financial Disclosure pursuant to Sections 7-7, 7-8, and 7-9 of the City Ethics Law.

Baltimore City Government is an Equal Employment Opportunity Employer, and we are committed to a workplace that values diversity, equity, and inclusion. The City of Baltimore prohibits discrimination on the basis of race, color, religion, age, sex, ancestry, creed, national origin, disability status, genetics, marital status, military service, sexual orientation, gender identity/expression or any other characteristic protected by federal, state or local laws. Applicants requiring accommodations during the hiring process should contact the Department of Human Resources directly. Requests for accommodations should not be attached to the application.

BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER