Contract Specialist

Work for Indiana

Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a diverse range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

At the State of Indiana, we don't just talk about diversity and inclusion-we make it our goal to create a welcoming, accessible, and equitable workplace with a workforce that is representative of Indiana's population. As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role.

About the Indiana Department of Education:

The Indiana Department of Education provides the highest quality of innovative support to Indiana schools, teachers, students, and parents. We proactively work with educators, policy makers, business leaders, and community-based organizations to build student success. Our strategic priorities include:

• Delivering quality, purposeful educational opportunities for each student

• Elevating and supporting Indiana's educators

• Increasing partnerships and delivering aligned, effective, and efficient support

Salary:

Salary is commensurate with education and job experience.

Role Overview:

The Contract Specialist guides the development of Scope of Work (SOW) and ensures projects are executed successfully without inappropriate or unwise use of state and federal funds. You will work with Academic Directors and Program Leads in eight different Academic offices to develop the SOWs used to solicit bids from vendors. You will then work with those teams and the selected vendor to develop a contract SOW that allows the project to be successfully executed without violating IDOE/state procurement policies or misusing funds.

While the Director and Program Lead will examine the SOWs through a subject-matter expertise lens, the Contract Specialist must look at them through multiple lenses, making sure all dollar amounts listed are appropriate, the language used is unambiguous, the vendor has not inserted language that is unacceptable to IDOE for policy/legal reasons, and so on.

SOWs involve millions of dollars (both state and federal). From developing the contract to reviewing the invoices, the contract specialist must be mindful of all policies and laws so that no funding is distributed to the vendor without the vendor executing their responsibilities as spelled out in the contract.

A Day in the Life:

The essential functions of this role are as follows:

• Define and monitor contract performance metrics

• Monitor contract and licensing expirations, and initiate action with business owners

• Review risks in the Master Project Plan related to executed contracts

• Facilitate contract execution, including scheduling deliverables and interacting with the Master Project Plan

• Develop scope-of-work documents with collaboration from team members and follow protocol for establishing yellow sheets, grants, or formal contracts.

• Manage contract executions and amendments according to defined internal schedules and state procurement guidelines

• Review invoices to ensure alignment with budgets or billing schedules/budgets

• Attend vendor calls to note upcoming work and potential deviations from contract or grant terms

• Assist with policy development and management

The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time.

What You'll Need for Success:

Education:

• Bachelor's Degree in education, business, project management, public administration, business management, or related field. Related certifications and coursework may be considered for education or experience.

Working Requirements:

• Three (3) years of experience in drafting contracts scopes of work.

• Three (3) years of successfully managing vendor deliverables.

• Effective communication skills.

• Experience in managing the project development process.

• Establish and manage project budgets with an understanding of all financial implications/issues.

• Minimize and consistently manage changes to the scope of a project.

• Manage project uncertainties and apply resources to minimize, monitor, and/or control risks.

• Specialized knowledge of project standards in rural, suburban, and urban areas.

• Ability to manage major contract disputes and conflicts.

• Ability to engage project-specific public and agency stakeholders.

• Ensure compliance with contract terms and conditions.

Supervisory Responsibilities/Direct Reports:

This role may be utilized in a supervisory capacity based on agency needs.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefits package for full-time employees which includes:

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans

• Wellness Rewards Program: Complete wellness activities to earn gift card rewards

• Health savings account, which includes bi-weekly state contribution

• Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities

• Deferred compensation 457B account (similar to 401k plan) with employer match

• Two (2) fully-funded pension plan options

• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:

• 150 hours of paid new parent leave

• Up to 15 hours of paid community service leave

• Combined 180 hours of paid vacation, personal, and sick leave time off

• 12 paid holidays, 14 on election years

• Education Reimbursement Program

• Group life insurance

• Referral Bonus program

• Employee assistance program that allows for covered behavioral health visits

• Qualified employer for the Public Service Loan Forgiveness Program

• Free Parking for most positions

• Free LinkedIn Learning access

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Our policy is to provide equal employment opportunity to all people in all aspects of employer-employee relations without discrimination because of race, color, creed, religion, sex, national origin, ancestry, age, sexual orientation, gender identity, physical or mental disability, or veteran status. We will comply with the spirit as well as the letter of all applicable state and federal laws.

If you are a qualified individual with a disability and require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.

The State of Indiana has established a culture that welcomes equity, inclusion, and opportunity for all employees and applicants. We encourage you to apply if you feel you have the transferrable skills to be successful in this position and we look forward to reviewing your application.

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