Job Description

Job Description

Job Description

Position Summary: Responsible for the development and management of enterprise contract administration and policies. Provides contract administration (for both customer and vendor contracts) and bid and proposal support, ensuring compliance with organization and governmental practices. Develops strategies and tactics for development of enterprise-wide contract portfolio management and contract administration processes including contract development and approval, program reporting, project budgeting and contract close-out.

Essential Duties and Responsibilities:

General Contract Administration

• Maintains a central contract repository/database and contract renewal tracker.
• Develops and implements contract administration policies and procedures.
• Establishes and maintains the organization’s contract templates for AAMVA Jurisdiction service agreements, consulting agreements, subcontracts, and revenue generating contracts, as applicable.
• Serves as primary contact for all official contract correspondence.
• Responsible for coordination of contract development and approval.
• Coordinates documentation and approvals for all contracts and modifications.
• Reviews all contract amendments/modifications and notifies project managers.
• Prepares quotes for Jurisdiction members upon request

Federal and State Contract Administration

• Reviews Request for Proposals (RFPs) and Notice of Funding Opportunities (NOFOs) terms and conditions and representations and certifications prior to proposal submission.
• Ensures compliance with the Code of Federal Regulations (CFR), Cost Accounting Standards, applicable Public Laws and specific contract terms and conditions.
• Submits AAMVA proposals in response to deadlines imposed by RFPs and NOFOs.
• Liaison between AAMVA and sponsoring agencies during negotiations regarding AAMVA’s proposals in response to RFPs and NOFOs.
• Prepares grant/contract brief for all new awards, highlights special provisions e.g. indirect ceilings, cost sharing arrangements.
• Ensures compliance with grant/contract terms and conditions including deliverables.
• Coordinates reporting to federal and state agencies.
• Provides external audit support for 2 CFR part 200, subpart F (formerly A-133).
• Coordinates preparation of contract close-out documents.

Customer and Vendor Contract Administration

• In partnership with AAMVA’s Legal Counsel, assists in the development of contracts and subcontracts with member Jurisdictions and Third-Party providers for services provided by AAMVA.
• Tracks periods of performance for member Jurisdictions and Third-Party contracts for services provided by AAMVA to ensure renewals or extensions are in place prior to termination dates.
• Partners with the Procurement team on reviewing vendor contracts’ terms and conditions, etc. These are contracts where AAMVA procures goods and services.
• Receives purchase orders and updates information in AAMVA’s CRM system.
• Works with the Procurement team and the Conference Services team to prepare and negotiate AAMVA’s Hotel Agreements for conference and meeting activity.
• Provides Certificates of Insurance to Jurisdictions and Third Parties per terms of contracts and upon request.
• Responsible for ensuring awareness of contract requirements to the Accounting and Finance team i.e. billing or payment terms/details.

Direct Reports:

• None

QUALIFICATIONS

Formal Education:

• BS/BA in accounting, finance or related field required.

Knowledge, Skills and Abilities Required:

• Familiarity with the Code of Federal Regulations (CFR) part 200 and Federal Acquisition Regulations (FAR), including overall procurement processes
• Working knowledge of grants.gov and grantsolutions.gov
• Working knowledge of Contractor Performance Assessment Reporting System (CPARS)
• Functional knowledge of project management
• Strong organizational and time management skills
• Ability to initiate and drive process improvements
• Ability to work independently with a high degree of initiative, minimal supervision and within tight deadlines
• Proficient in Microsoft Office products
• Excellent oral and written communications skills
• Team building and internal customer orientation
• Knowledge of automated accounting systems

Experience Required

• Ten years (10) of applicable experience in contracts management
• Five to seven years (5-7) of experience working for a not-for-profit
• Five to seven years (5-7) of project management experience

Disclaimer Statemen t : The preceding job description has been written to reflect management’s assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.

AAMVA is an Equal Opportunity Employer Veterans/Disabled

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