Title: Program Contract Administrator #W3031 State Role Title: Program Administration Specialist II Hiring Range: $72,000 - $85,000/yr. Pay Band: 5 Agency: Department of Social Services Location:DSS HOME OFFICE Agency Website:www.dss.virginia.gov Recruitment Type: General Public - G Job Duties At the Virginia Department of Social Services, we put people at the center of everything we do. We believe that every Virginian can live a life of dignity and that all voices, ideas and experiences contribute greatly to our pursuit of excellence. Inspired by continuous improvement, we commit ourselves to listening, learning and cultivating environments of trust, respect and positive engagement. Together, we are mission-driven, eager to achieve, and passionate about bringing the best of who we are to those we serve. We design and deliver high-quality human services that help Virginians achieve safety, independence and overall well-being. We are a $2 billion agency - one of the largest in the Commonwealth of Virginia - partnering with 120 local departments of social services and 31 community action agencies, along with faith-based and non-profit organizations, to promote the well-being of children, adults, and families statewide. We proudly serve alongside 1,650 (state) and 12,200 (local) human services professionals throughout the Social Services System, who ensure that thousands of Virginia's most vulnerable citizens have easy access to the services and benefits available to them. In addition to a rewarding work experience, VDSS offers excellent health and life insurance benefits, pre-tax spending accounts, state funded Short and Long Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching - Employee Benefits. The Virginia Department of Social Services, Division of Benefit Programs is currently seeking a Program Contract Administrator. This position is responsible for providing leadership and support for division contracts, initiatives and projects delivered by the Division of Benefit Programs, and provides contract administration for seven major contracts that provide services to the division, ensuring compliance of contractual agreements. This position coordinates, monitors performance, reviews and approves invoices for payment, and provides technical assistance and consultation to vendors for assigned contracts. Additionally, the position is the division lead contract administrator and provides overall contract monitoring to ensure division contracts are executed, maintained, renewed, and closed out in accordance with VDSS, state and federal rules and regulations. This position has considerable responsibility to lead the collaborative work with agency procurement staff and Division of Benefit Programs leadership and other contract administrators involving guidance, direction, and brainstorming solutions to challenges with contracts. Serving as the primary liaison to vendors, the position independently maintains communication with vendors, contractors, and program managers to clarify performance and financial matters and attempt correction of compliance incidents before they escalate to statewide compliance deficiencies. Minimum Qualifications
- Demonstrated experience with developing, maintaining, managing or monitoring state or federal contracts and Request for Proposals (RFP).
- Knowledge of the Commonwealth of Virginia's contract and procurement policies and practices.
- Demonstrated experience planning and organizing multiple projects at one time, including leading projects, developing project plans, and implementing projects/initiatives.
- Ability to interpret and apply Federal/State policies and regulations.
- Experiencing delivering presentations to a variety of audiences.
- Experience working with cross-functional teams to achieve common goals.
- Demonstrated ability to plan, organize, and manage multiple projects simultaneously.
- Ability to analyze, translate, and integrate knowledge into internal and external customer-oriented consultation, policy/process/procedure development, and formalized documentation (standard operating procedures).
- Demonstrated ability to communicate effectively orally and in writing with internal and external customers.
- Ability to plan, organize and coordinate the work supervisory, professional, and technical personnel.
- Skills in strategic planning and customer satisfaction through continuous improvement.
- Keen attention to details.
- Ability to work both independently and as a team, as well as to coordinate activities across units and the division.
- Skills in the use of MS Office (Word, Excel, PowerPoint), government electronic procurement systems, and computers.
Competencies required include:Influence Others - The ability to work with people of diverse styles and backgrounds, to gain trust and support of peers, and to find common ground and solve problems for the good of all. Focus on Customer - The person who is effective in this competency embraces a customer-focused mindset in all parts of engagement with internal and external customers and demonstrates concern for satisfying the expectations of customers and uses their understanding of customer needs as the basis for decision-making and actions. Manage the Work Process - The ability to figure out the processes and workflows necessary to get things done, develop a plan and organize people and activities to achieve the best results. Build Relationships - The ability to work with people of diverse styles and backgrounds, to gain trust and support of peers, and to find common ground and solve problems for the good of all. Solve Problems - The ability to use logic, critical thinking, and analysis skills to identify and analyze problems in a systematic but timely manner, drawing correct and realistic conclusions based on data and information, and accurately assessing root causes before moving to solutions. Lead Others - Through trust, empowerment, and teamwork, create an environment that supports diverse perspectives, fairness, dignity, compassion, and creativity. The ability to work with and influence others to achieve common goals. Additional Considerations
- Knowledge of the operations and workings of the Commonwealth's state supervised and locally administered social services system.
- Experience with developing, maintaining and monitoring Commonwealth of Virginia contracts and RFPs.
- Experience with Virginia's procurement system, eVA. Certified Purchasing Manager (CPM), Certified Public Purchasing Office (CPPO), Certified Public Purchasing Buyer (CPPB) Certified Procurement Professional (NIGP-CPP), Virginia Contracting Master (VCM), a Virginia Contracting Officer (VCO), or Virginia Contract Associate (VCA) preferred.
Special Instructions You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to Your Application in your account to check the status of your application for this position. The selected candidate is required to file a Statement of Economic Interests form pursuant to the Code of Virginia § 2.2-3114, as a condition of employment. The filing must be completed on or before the first day of employment and annually thereafter on or before February 1. The selected candidate is required to complete the Statement of Economic Interest training within 2-months of becoming a state filer and at least once during each consecutive period of two calendar years commencing on the first odd-numbered year thereafter. For more information, please visit Selected candidate(s) must successfully pass a fingerprint-based criminal history background check. A record of criminal history does not automatically bar an applicant from consideration. Employment verification will be conducted to include current/previous supervisory employment reference checks. VDSS will record information from each new employee's Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization. This position may be eligible for telework opportunities; availability, hours, and duration will be in accordance with the Commonwealth's Teleworking policy on a case-by-case basis. Selected candidate may be required to assist the agency or state government generally in the event of an emergency declaration by the Governor. To be considered for this position, you must submit a Commonwealth of Virginia application or resume through the on-line Virginia Jobs (PageUp) employment site no later than 11:55 p.m. on the closing date listed. Each application is reviewed for documentation that shows the applicant meets the minimum and additional considerations as stated in the job announcement. The decision to interview an applicant is based on the information provided. Multiple positions may be filled from this recruitment within 90 days of the closing date. The Virginia Department of Social Services (VDSS) is an Equal Opportunity Employer and encourages diversity within its workforce. VDSS does not provide sponsorship. VDSS is an official certified state agency that values the service and experience of our Veterans. As such, Veterans are encouraged to apply and receive preference in the hiring process. AmeriCorps, Peace Corps and other national service alumni also are encouraged to apply. Reasonable accommodations are available to applicants, if requested, during the application and/or interview process. If you have been affected by Policy 1.30 Layoff as a state employee and possess a valid Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Card (Blue Card), you must submit this document through the Virginia Jobs (PageUp) employment site when you apply. Contact Information Name: VDSS - Division of Human Resources Phone: ...@dss.virginia.gov Email: ...@dss.virginia.gov In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-###-####. Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.