Contract Administrator III

The Division of Community Programs (DCP) works to create and elevate a community of practice around the community-facing units within the Office of Children, Aging, and Community Services (OCACS). These units include the Collaborative Management Program, Colorado Sexual Health Initiative, Domestic Violence Program, Juvenile Parole Board, MINDSOURCE Brain Injury Network, and Tony Grampsas Youth Services Program. DCP develops and maintains effective working relationships between OCACS and grantees, Tribes, county departments of human/social services, community providers, families and youth, and other partner organizations. This work includes community outreach, technical assistance, grant distribution, contracts and budgeting, board and commission recruitment, and incorporation of lived experience into policy making.

The DCP Finance Unit ensures compliance with applicable state and federal fiscal requirements, State Fiscal Rules, procurement requirements, Department policies, and statutory requirements across DCP programs. The Finance Unit supports the development, execution, and oversight of DCP's budget and manages the fiscal administration of contracts, purchase orders, interagency agreements, grants, vendor payments, and other financial transactions supporting community programs statewide.

The Finance Unit provides division-wide fiscal infrastructure and technical expertise, including budget development and execution, contracting and procurement, payment processing and reconciliation, expenditure monitoring, financial reporting, and technical assistance to DCP staff. The unit works collaboratively with program staff, CDHS Central Procurement and Contracts, accounting staff, vendors, grantees, and other partners to ensure funds are administered accurately, timely, and in accordance with applicable requirements

Weekly Hybrid Working Arrangements

Minimum 2 days in office and maximum 3 days remote work

This position will comply with the Office of Children, Aging and Community Services current working arrangements. 

The Contract Administrator III serves as DCP's division-wide contracting, procurement, and payment administration specialist. Under the work lead of the Budget and Policy Analyst III, this position independently performs the full range of professional contract administration activities for DCP, from initial procurement and contract development through execution, monitoring, payment, reconciliation, modification, renewal, and closeout.

The position is responsible for preparing contracts, purchase orders, interagency agreements, amendments, option letters, and related procurement documents; preparing and routing requisitions (RQS) in CORE; coordinating solicitations and contract execution with CDHS Central Procurement and Contracts; maintaining contract and encumbrance tracking; monitoring contract terms, deliverables, expenditures, and expiration dates; processing invoices and other payments; and reconciling contract and payment activity against CORE and other fiscal records.

The position serves as DCP's primary operational resource for contracting and vendor payment matters. It researches and resolves questions from division staff, vendors, and grantees regarding invoices, payment status, warrants/checks, payment issuance or receipt, encumbrances, coding, and other contract-related fiscal transactions. The position analyzes records across contracts, invoices, CORE, and other available fiscal systems to identify discrepancies, determine appropriate corrective action, and ensure transactions are accurately recorded and reconciled.

The position operates independently within established statutes, State Fiscal Rules, procurement rules, federal requirements, Department policies, contract terms, and professional standards. Because DCP programs and funding sources have varying statutory, programmatic, and fiscal requirements, the position analyzes individual circumstances and determines how established contracting and payment processes must be applied or adapted to each transaction. Complex or unprecedented matters requiring changes to established policy or program objectives are elevated to the Budget and Policy Analyst III or other appropriate authority.





Contracting:

• Independently administers the contracting and procurement lifecycle for DCP contracts, purchase orders, interagency agreements, and other purchasing mechanisms. Analyzes program needs, funding requirements, procurement rules, and contract circumstances to determine the appropriate process and documentation necessary to establish and maintain agreements.
• Prepares contract scopes of work, performance requirements, deliverables, budgets, terms, purchase orders, amendments, option letters, and other contracting documents in compliance with applicable statutes, State Fiscal Rules, procurement requirements, federal requirements, Department policies, and funding restrictions. Prepares requisitions (RQS) and associated documentation in CORE and ensures appropriate accounting codes, funding sources, encumbrances, and supporting documentation are established before routing.
• Coordinates formal solicitations, including RFPs, RFAs, DQs, and other procurement methods, with DCP program staff and CDHS Central Procurement and Contracts. Reviews solicitation and contracting materials for completeness and compliance and resolves deficiencies before routing for approval.
• Maintains division-wide contract tracking and monitoring systems to identify agreement status, funding and encumbrance levels, deliverables, amendment needs, option periods, expiration dates, and closeout requirements. Determines when modifications, option letters, purchase order changes, or other actions are necessary and initiates appropriate processes to prevent lapses in contractual authority or services.
• Serves as a division-wide contracting resource to DCP program staff and provides technical guidance regarding contracting processes, documentation requirements, procurement timelines, and appropriate use of contracting mechanisms.

Invoice Processing:

• Independently administers invoice and payment processing for DCP contracts, purchase orders, grants, and other vendor transactions. Reviews invoices and supporting documentation against approved budgets, contract terms, deliverables, funding restrictions, encumbrances, and accounting records to determine whether expenditures are allowable, accurate, properly coded, and ready for payment. 

• Creates receiving reports and completes other payment authorization activities required in CORE or applicable fiscal systems. Processes and reconciles Purchasing Card transactions and other authorized payments. Tracks payments and expenditures against contract balances and funding sources and reconciles transactions to CORE and other division fiscal records to identify discrepancies, duplicate payments, incorrect coding, outstanding transactions, or other issues requiring resolution.

• Serves as the primary DCP operational resource for vendor and grantee payment inquiries. Researches questions regarding invoice status, payment issuance, warrants/checks, whether payments have been received or cashed, outstanding payments, payment amounts, coding, and other transaction issues. Coordinates with program staff, vendors, grantees, Accounting, and other Department units as necessary to research transactions and resolve discrepancies.

• Maintains payment and expenditure tracking sufficient to support accurate contract administration and provides timely information regarding expenditures, remaining contract balances, encumbrances, and identified fiscal issues to the Budget and Policy Analyst III. Identifies expenditure trends or concerns that may affect contract administration or division budget management and escalates them as appropriate.
  
  

 Other Duties as Assigned


Experience Only:

• Six (6) years of relevant experience in an occupation related to the work assigned to this position,

                               ~OR~

Education and Experience: 

• A combination of related education and/or relevant experience in an occupation related to the work assigned equal to six (6) years.

Preferred Qualifications:

• Demonstrated professional experience utilizing CORE or similar state/governmental financial and accounting systems.
• Direct experience administering the full contracting and procurement lifecycle within a state government agency, local government, or heavily regulated public sector environment. 
• Experience performing high-volume invoice review, payment processing, and financial reconciliation across multiple funding sources.
• Relevant years of state service experience.
  
  

Conditions of Employment

• Standard background check and reference check required
• This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:
  • Disclose that information on the application,
  • Provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, and 
  • Provide the employee number from the applicant’s prior State employment.  Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination, and failure to provide this information will disqualify the applicant from future State employment with CDHS.

CDHS Selection Process Explanation

• Employment history is calculated on a full-time basis (40/hrs per week). Part-time employment is calculated on a prorated basis to determine qualifications. Be sure your application specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the position and minimum requirements. 
  
  

Minimum Qualification Screening Process 

• A Human Resources Analyst will review the work experience/job duties sections of the online job application to determine whether your experience meets the minimum qualifications for the position.  You must complete the official State of Colorado online application.  Cover letters and resumes WILL NOT be reviewed during the minimum qualifications screening process. You must specifically document your work experience and qualifications in the application form. Do not use "see resume" or "see attached."

• You must meet the minimum qualifications to continue in the selection process.  Part-time work experience will be prorated.

Comparative Analysis Process – Structured Application Review 

• After minimum qualification screening, the comparative analysis process will involve reviewing and rating of all the information you submit. The comparative analysis step may also include your results from standardized testing.

Your Work Experience/Job Duties

• Document your work experience/job duties to the extent that you possess the skills, education, experience, minimum qualifications, and preferred qualifications. 

• If listed, answer all supplemental questions, as your answers to these questions will be evaluated during this phase. Provide at least 4-8 sentences for each supplemental question.     

Supplemental Questions 

• Answer the supplemental questions completely and thoughtfully. We will rate your answers based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

Appeal Rights

You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated.  You will find the appeals process, the official appeal form, and how to deliver it on the State Personnel Board website.

• You or your representative must sign and submit the official appeal form for review.  

• You can find the official appeal form here. 

• You must deliver the official appeal form to the State Personnel Board:

  • By email ([email protected]), or

  • Postmarked in US Mail to 1525 Sherman Street, 4th Floor, Denver CO 80203, or 

  • Hand delivered (1525 Sherman Street, 4th Floor, Denver, CO 80203), or

  • Faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.

Contact the State Personnel Board for assistance:

• At (303) 866-3300, or

•  Refer to the  Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules, and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within the Rules webpage.

How to Apply

The Assessment Process

About Us & Benefits:

If your goal is to build a career that makes a difference, join the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. Each of us is committed to contributing to a safe and accessible CDHS. In addition to a great location and rewarding and meaningful work, we offer:

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401(k) and 457 plans

• Medical and dental health plans

• Employer supplemented Health Savings Account

• Paid life insurance

• Short- and long-term disability coverage

• 11 paid holidays per year plus vacation and sick leave

• State of Colorado Employee BenefitHub Resource Center

• Employee Wellness program

• Excellent work-life programs, such as flexible schedules, training and more

• Remote work arrangements for eligible positions

• *Some positions may qualify for the Public Service Loan Forgiveness Program.

Our Values:

• We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.

• Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.

• We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.

• Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.

• We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.

• Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.

ADA Accommodations:

• CDHS is committed to a Colorado for ALL qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment. 
• This includes completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to [email protected].

EEO Statement: The State of Colorado is an equal opportunity employer

• We are committed to increasing a “Colorado for ALL" of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities.  
• The State of Colorado believes that a “Colorado for ALL” drives our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Additional Support For Your Application: Toll Free Applicant Technical Support

• If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time).  Helpful hints: if you are having difficulty uploading or attaching documents to your application 1) ensure your documents are PDF or Microsoft Word files and 2) close the document before you attempt to upload (attach) it.