OST Contracts Manager

Responsibilities

• Develop policies and procedures to support effective systems for generating, tracking, and maintaining timely and robust contract administration and provider payment activities.
• Create and maintain organizational documents, protocols, and functions in compliance with applicable laws and regulations, funder requirements, and PHMC standards.
• Create and enhance internal systems to ensure that OST providers meet all contract obligations and comply with OST requirements and relevant regulations.
• Ensure that systems for fiscal and administrative monitoring of provider activities meet contractual requirements, including ensuring timely and complete administrative reviews.
• Manage the collection and review of OST provider budgets, invoices, and expense reports, and develop systems to track the status of these activities.
• Create tools, guidance documents, trainings, technical assistance sessions, and other resources to ensure that Contracts Specialists and provider agencies have a shared and accurate understanding of, and can successfully comply with, OST provider contract rules, protocols, and guidelines.
• Report on OST provider contracts and compliance activity to internal and external audiences.

Data Management, Analysis, and Compliance

• Provide quarterly assessments and forecasts of fiscal metrics for OST subcontracts against budget, financial, and operational goals.
• Reflect on data and information and make recommendations to improve the satisfaction of the OST provider community as it relates to various OST projects, programs, and services.
• Support the OST Team in aligning development and use of Cityspan with other OST documentation, data management, and communication tools.
• Establish metrics for compliance activities and identify ways to improve effectiveness.
• Ensure effective implementation of OST compliance systems.
• Support providers to develop and implement internal procedures that align with the standard operating procedures (SOP).
• Collaborate with the School District of Philadelphia Office of Resource Management staff members to support implementation of SDP-OCF-MOE-PHMC partnership objectives.
• Develop and monitor plans of correction when needed.

Staff Supervision and Collaboration

• Recruits, trains, mentors, and supervises a team of 3-5 OST Contract Specialists using clearly established performance expectations.
• Supervise and evaluate direct reports through observation, meetings, and data reviews.
• Maintain oversight of staff to ensure timely provider contract development, execution, and payment of invoices within contractually obligated timelines.
• Ensure the accurate coding of expenses to budget accounts and the processing of payments within contractually defined timelines.
• Ensure contract rules, protocols, and guidelines are applied consistently by all Contracts Specialists.
• Ensure Contracts Specialists complete administrative reviews for each OST site.
• Review and analyze data to identify any staff problems in areas such as accuracy and consistency with required contract documentation, provider budget approvals, and quarterly expense report approvals.
• Establish and maintain effective performance management and professional development processes for all direct reports as part of the commitment to excellence.
• Provide guidance and leadership to staff to emphasize the importance of the program achieving high standards of quality.

Other Duties

• Serve as compliance liaison for both internal and external partners.
• Engage in ongoing professional development to support continuous quality improvement and relevant translation of research to practice within program operations.
• Participate in agency or team meetings, as required.
• Perform any other agency-related duties or special projects as directed by the supervisor.

Skills

• Understanding of legal provisions and regulations applicable to the delivery of social services to children and youth.
• Knowledge of administrative, auditing, bookkeeping, and accounting principles and practices as they relate to the operation of non-profit programs and services.
• Experience with data management information systems (MIS) and a high level of proficiency in navigating MIS reports and data output, including exporting and analyzing data.
• Technologically proficient, specifically in Microsoft Excel, Word, PowerPoint, and Outlook.
• Ability to evaluate the effectiveness of administrative processes and make improvements continuously.
• Ability to facilitate the coordination of multiple tasks and manage a variety of projects simultaneously.
• Ability to relate to diverse program environments and people of diverse cultures.
• Willingness to adapt to changing work demands.
• Able to work collaboratively with team members, providers, and stakeholders.
• Excellent oral and written communication skills.
• Strong analytical and organizational skills, ability to multitask, and work independently.

Experience

• Minimum five (5) years of direct experience in nonprofit program fiscal management, including budgeting and financial reporting.
• Minimum two (2) years supervisory experience.

Education Requirement

A bachelor’s degree in business administration, public administration, social services, or a related field is required.
Master’s Degree preferred.