Contracts Coordinator (MA4/DBHR)

Full Job Description

Contracts Coordinator (MA4/DBHR)

71077073

The DBHR Contracts Coordinator (Management Analyst 4) manages and coordinates the division’s contracts and procurements, helping staff and leaders track work, resolve issues, and meet timelines for contracts with statewide impact.

This role oversees complex contracts and works closely with finance, legal, procurement, data, and Tribal Affairs teams to escalate risks early to avoid delays or compliance issues.

This position is primarily telework and is a good fit for someone who is organized and communicates clearly across multiple disciplines and teams.

All HCA employees will apply an equity lens to their work, which may include but is not limited to all analyses of core business and processes.

About the division:

The Division of Behavioral Health and Recovery (DBHR) provides support for substance use treatment, mental health services, and problem gambling services through prevention, treatment, peer, and recovery support.

Programs promote strategies that support healthy lifestyles by preventing the misuse of alcohol, tobacco, and other drugs, supporting recovery from substance use, promoting recovery and resiliency, reducing stigma, and mitigating the effects of problem gambling on the individual and family.

DBHR brings operational elements such as substance use and mental health into closer working relations to serve individuals more effectively and efficiently.

About the position:

The DBHR Contracts Coordinator provides subject matter expertise and oversight for DBHR contract and grant submission processes.

This role manages and coordinates several complex contracts, including umbrella contracts supporting external contractors working within the agency, by leading contract creation, revision, negotiation, consultation, training, and ongoing monitoring.

They will also serve as a key liaison with the Office of Contracts and Procurement, the Office of Tribal Affairs, and internal partners, providing overall support on high-visibility projects to increase effectiveness and minimize audit risk to the agency.

This position is eligible to telework and is typically not required to report on-site.

The default assigned work location of all Health Care Authority (HCA) positions – both on-site and telework eligible positions – is within the State of Washington. This position reports to Olympia, WA.

Frequency of onsite work will vary based on business and operational needs. HCA has currently suspended the ability to support out-of-state telework.

Requirements

Some of what you will do:

• Oversee and provide senior level professional analyses of all DBHR contract coordination, decision-making, consultation, and tracking, in support of DBHR staff and leadership to effectively identify priorities and resolve issues with statewide impact.
• Plans, leads, and strategically manages the contracting of DBHR by ensuring all contracts and procurements are tracked and there is agreed scope, procurement method, and timeline between DBHR and HCA programs/central services (finance, legal, OCP, DATA, Office of Tribal Affairs (OTA), etc.)

Provide timely escalation of issues and risks to DBHR leaders and OCP assigned points of contact to coordinate legal review and resolution of matters prior to escalating the issue or risk to agency leadership.

This requires use of sound judgement, expert level organizational agility, and good communication skills.

• Manage DBHR large umbrella contracts, including negotiation, creation, consultation, and monitoring of these agreements in partnership with service level agreement owners within the umbrella agreement.
• Utilize strong organizational and communication skills to facilitate, and coordinate, large-scale, multifaceted, highly political, confidential, and time sensitive contracts, and interagency umbrella agreements, at times supporting external contractors in the workplace at HCA and all relevant policies and procedures.
• Maintain training materials and DBHR resources including the DBHR Contracts SharePoint.
• Work with Division of Audit, Integrity, and Oversight (DAIO) subrecipient monitoring team and the Finance Division to ensure OTAs contracts adhere to the fiscal monetary requirements for expenditure and invoicing.
• Conduct independent, comprehensive analyses of reports and maintain systems of communication and tracking.

Qualifications

Required qualifications:

Qualifying candidates will meet one of the following criteria options:

Option 1:

Bachelor’s degree or higher and four (4) years of the required experience below

Option 2:

Associate degree and six (6) years of the required experience below

Option 3:

Eight (8) years of the required experience below

The required experience includes:

• Demonstrated experience implementing, coordinating, and managing programs or projects.
• Writing, negotiating, and/or managing contracts.
• Conducting research, analyzing policies, laws, rules, or regulations.
• Expertise working with individuals with behavioral health needs, and community service system development to meet the unique needs of this population.
• Demonstrated skills in writing, verbal communications, grant development and management
• Superior communication and interpersonal skills and professionalism, especially the ability to communicate, negotiate, listen, and partner with a variety of individuals and groups internal and external to HCA.
• Have or ability to obtain within 6 months of hire Washington state DES contract management certifications
• Have or ability to obtain within 6 months of hire HCA supervisory and confidentiality trainings

Required competencies:

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.

Preferred qualifications:

• Expertise managing contracts, fiscal controls, training staff.
• Demonstrate an ability to influence and/or develop major systems and processes to support multiple competing priorities.
• Possess a working knowledge of grants, medical contracts and project management skills and abilities.
• Knowledge of systems/software applications and data analysis methods, tools, and techniques including the ability to extract, analyze, and interpret data from computer systems.
• Excellent organizational skills.
• Leadership skills, including the ability to work across boundaries, build and train effective teams, evaluate and implement program/process improvements.
• Ability to manage multiple activities, establish priorities, work independently, and decision making in assigned projects from inception to completion with limited supervision.

How to apply:

Only candidates who reflect the required qualifications on their NEOGOV profile will be considered. Failure to follow the application instructions below may lead to disqualification.

To apply for this position, you will need to complete your profile which includes three professional references and attach:

• A cover letter that specifically addresses how you meet the qualifications for this position
• Current resume

To take advantage of veteran preference, please do the following:

• Attach a copy of your DD214 (Member 4 long-form copy), NGB 22, or USDVA signed verification of service letter.
• Please black out any PII (personally identifiable information) data such as social security numbers. Include your name as it appears on your application in careers.wa.gov.

Additional Information

About HCA:

Functioning as both the state's largest health care purchaser and its behavioral health authority, the Washington State Health Care Authority (HCA) is a leader in ensuring Washington residents have the opportunity to be as healthy as possible.

There are three pillars of our work: Apple Health (Medicaid); the Public Employees Benefits Board (PEBB) and School Employees Benefits Board (SEBB) programs; and behavioral health and recovery.

Under these pillars, HCA purchases health care, including behavioral health treatment for more than 2.7 million Washington residents and provides behavioral health prevention, crisis, and recovery supports to all Washington residents.

What we have to offer:

• Meaningful work with friendly co-workers who care about those we serve Voices of HCA
• A clear agency mission that drives our work and is person-centered HCA's Mission, Vision & Values
• A healthy work/life balance, including alternative/flexible schedules and mobile work options.
• A great total compensation and benefit package WA State Government Benefits
• A safe, pleasant workplace in a convenient location with restaurants, and shopping nearby.
• And free parking!

Notes:

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment.

HCA is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency.

HCA has five employee resource groups (ERGs). ERGs are voluntary, employee-led groups whose aim is to foster a diverse, inclusive workplace aligned with HCA’s mission.

Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace.

Studies have shown women, racial and ethnic minorities, and persons of disability are less likely to apply for jobs unless they feel they meet every qualification as described in a job description.

Persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are also encouraged to apply.

If you have any questions about the required qualifications or how your experience relates to them, please contact us at HCAjobs@hca.wa.gov.

Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Lisa Fleming at (360) 725-1723 or lisa.fleming@hca.wa.gov.

The Washington State Health Care Authority (HCA) is an E-Verify employer. All applicants with a legal right to work in the United States are encouraged to apply.

E-Verify® is a registered trademark of the U.S. Department of Homeland Security.

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