Manager of Contracts
Philadelphia, PA, PA Finance


Position Summary

This position provides support to the Director of Contracts in the areas of staff training, compliance, and analysis and serves as the Director of Contracts backup in all the Philadelphia works systems. This position is also responsible for overseeing the daily activities of assigned Account Liaison staff, including but not limited to managing the sub-contracting process from submission to close-out in a grant-funded organization and ensuring timely completion of contract documents and invoice payments. Monitor budget compliance to meet the needs of a specialized client base and compliance with PhilaWorks’ funding regulations. Ensure all department functions are executed in compliance with Federal and State guidelines and PhilaWorks regulations, policies, and organizational goals. 

Essential Functions

1. Hire, train, supervise, motivate, and provide general direction and guidance to Account Liaison staff.

2. Review all budgets and programs to ensure feasibility, consistency, and compliance with funding sources and compatibility with PhilaWorks’ general mission and federal and state guidelines. Direct and guide the budget and contract preparation process for accuracy and compliance with regulations up to the execution process. 

3. Manage the day-to-day functions of assigned Account Liaison staff ensuring timely submission of contracts and invoice payments.

4. Manage the fiscal monitoring and programmatic performance of all assigned contracts

5. Ensure that all changes in relevant regulations and policies are by subcontractors as required. 

6. Serve as Subject matter expert to internal and external stakeholders on all contracting processes and procedures. 

7. Oversee the updating of the Contracting Process and Procedures section of the Finance department’s policies and procedure manual.

8. Manage the annual review of the Contract boilerplates and submits needed edits to the Director of Contracts for approval.

9. Collaborate with the Compliance Officer to ensure that there are no findings with state monitors.

10. Provides guidance to contract manager(s) when the Director of Contracts is not available

11. Collaborate with the Accounts Payable Manager to prepare the weekly cash disbursement report provided to leadership.

12. Investigate, provide guidance, and/or resolves any issues arising from the contracting and delivery of programs. Cultivate cooperative working relationships with subcontractors as well as various external organizations.

13. Participate in proposal and contract reviews and proposals.

14. Provide support to staff on budget development and management.

15. Assist Director of Contracts as needed to identify, address and coordinate the resolution of budget, contracting, and invoicing issues with Account Liaisons.

16. Manage identified PhilaWorks’ special projects, including the contracting and invoicing process.

17. Research, analyze, and resolve contractual issues in coordination with Account Liaisons, training providers, and all PhilaWorks departments, as necessary. 

18. Serve as the backup to the Director of Contracts in all Philadelphia Works financial systems.

19. Will act in the “Train the Trainer role” to expedite needed internal staff training for other contract managers and their staff.

20. Assist the Director of Contracts, as needed to prepare and update reports and databases necessary for staff, management, and other PhilaWorks departments to provide obligation updates by grant.

21. Attend and facilitate meetings and assist the Director of Contracts in making presentations to other PhilaWorks departments and various external agencies. 

22. Performs other job-related duties as assigned.



Education/Professional Experience

Bachelor’s Degree from an accredited college or university with a concentration in Finance or Accounting with a minimum of 4 years of advanced level accounting and financial auditing/compliance experience. Three years of strong management experience in a non-profit accounting environment for Federal/State, Grants and Contracts preferred. Some local travel is required. Or any combination of education and experience determined to be acceptable. 

Skills & Qualifications

· Knowledge of TANF and WIOA regulations as it relates to eligibility and program criteria

· Knowledge of government regulations and contractual guidelines

· Intermediate level of proficiency in Microsoft Word and Excel and automated accounting systems

· Ability to train, coach, motivate and build cohesive teams and direct workflow to meet deadlines

· Ability to collaborate effectively with people of diverse economic, educational, and cultural backgrounds and various governmental officials

· Leadership qualities to manage staff, drive and influence change, and drive efficiencies

· Ability to build solid relationships that engender trust

· Ability to utilize judgment and analytical and problem-solving capabilities effectively

· Highly detailed and results-oriented and will possess strong analytical and critical thinking skills

Salary Description