Contract Management Coordinator

Job Summary

This Contracts Manager position will support purchasing and administrative functions within our department. This role will work closely with area management, procurement, finance, and vendors to ensure the smooth execution of procurement activities, budget planning, and documentation processes.

Job Duties

• Collaborate with area management and the procurement team to develop and implement a comprehensive purchasing plan for the fiscal year.
• Submit purchase requests through the agency’s Document Request System, ensuring all required documentation is accurate and complete, proper general ledger codes are used, and sufficient funding is available.
• Monitor the status of purchase orders, track deliveries, and review invoices for accuracy.
• Partner with vendors and internal departments (finance, purchasing, accounting) to resolve order delays and discrepancies, ensuring operational deadlines are met.
• Participate in the accounts payable 3-way match process to verify that invoices align with corresponding purchase orders and receipts.
• Build and maintain strong relationships with suppliers to obtain quotes, product details, and ensure favorable procurement terms.
• Manage and prepare documentation related to travel, professional development, and training for personnel within the assigned area.

Knowledge, Skills & Abilities (KSAs)

• Knowledge Of: Familiarity with financial documentation, general ledger coding, and budget processes.
• Skilled In: Proven experience in procurement, purchasing, or administrative coordination preferred.
• Strong communication and problem-solving skills.
• Proficient in Microsoft Office and financial or procurement systems (experience with document request systems a plus).

Other Duties

Other duties as assigned as related to the position.

Pre-Employment Requirements

• If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

Benefits

• Affordable medical and dental insurance plans.
• Paid vacation and sick time.
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• 10 paid holidays per year.
• Wellness program and plans.
• Life insurance.
• Short/long-term disability insurance.
• Defined retirement plan.
• Award winning infant at work program.
• Credit union membership.
• Transit subsidy.
• ADHS Student Assistance Pilot Program.

Contact Us

The State of Arizona is an Equal Opportunity/ Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by emailing steven.santiago@azdhs.gov. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.

DHS is an Equal Employment Opportunity Employer

All newly hired employees will be subject to E-Verify Employment Eligibility Verification.