Coordinator Contracts Fiscal

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Coordinator, Contracts Fiscal
Duties: Negotiate, implement, monitor and manage specific contracts and the accounting and compliance associated with said contracts. Serve as a resource to others in the College. Assist the Contract Administrator bridge the knowledge gap between State Fiscal Rule 3.0 and the College. Create a natural progression for Fiscal Services and have an established pathway to the Contract administrative position. Development, negotiations and administration of complex contracts, using critical thinking to determine the course in which contracts will progress. Serves as a specialist in contract administration and accounting and must use judgement and resourcefulness to ensure compliance with State Fiscal Rules, Procurement Rules and other regulations. Assist the Contracts Administrator. Assist in improving and updating the Contracts process. Manage contract types as follows (but not limited to) on the College’s behalf: Expenditure Contracts, Revenue Contracts, Personal Services Contracts, Capital Construction Contracts, Lease Agreements, Facility Use Agreements, Memorandums of Understanding (MOU), Non-Cash Contracts, Vendor Agreements, Clinical Scholar Contracts, Interagency Agreements, Intergovernmental Contracts, Other Contracts. Contract Generation and Development: Validate expense allow ability based on applicable accounting regulations and guidelines. Validate expense allow ability based on accounting cost principles. Work with departments to ensure compliance with state Fiscal Rules, procurement, and other college policies and procedures. Develop contracts by gathering required vendor and financial data from various sources. Determine the sequence of activities, dependencies, required or desired outcomes and acceptable performance levels. Compose correspondence independently, provide redlined recommendations and negotiate modifications directly with vendor and/or attorneys, including incorporating special provisions, signature blocks, and appropriate language in compliance with applicable State laws, rules and regulations. Serve as the point of contact for customers on contractual matters. Act as the contractual liaison between College employees and contracting agencies. Various internal departments served include Office of the President, Office of the VP of Finance and Administration, Human Resources, Information Technology, Construction Compliance, Facilities, Budgets and Business Services, Student Life, and others throughout the process of executing contracts on the College’s behalf. Work with external departments such as Office of the State Architect, Office of the State Controller, and CCCS Legal as necessary. Draft and route routine contracts (Student Training Agreements/Concurrent Enrollment Agreements/Off-Campus Work-Study Agreements/Artwork Agreements) from start to finish. Utilize Colorado Secretary of State website to verify contractor information. Draft and route amendments to existing contracts and vendor agreements. Review and modify vendor agreements (no cost, expenditure, and revenue agreements) for compliance with the State of Colorado Fiscal Rules and FRCC guidelines. Negotiate changes with vendors. Design new forms and modify existing forms to streamline contracts processes; work with departments on how to properly complete and submit the appropriate forms; review forms and supporting documentation to determine eligibility, authenticity, and accuracy. Route Fact Sheets for signature to appropriate personnel; scan, merge, file and relay completed Fact Sheets to Contracts Administrator for encumbrance and payment. Verify completeness and accuracy of Contract Request Forms (including vendor S#, address, total cost, FOAP(s), and appropriate signatures) to provide to Contracts Administrator for encumbrance and payment. Compose correspondence and route contracts to CCCS, Office of the State Architect, and Office of the State Controller for signature when appropriate; distribute fully-executed contracts to appropriate parties. Maintenance and Monitoring monitors contracts through their life as well as through the contract request process. With the assistance of the Contract Administrator perform analytical improvements based on tracking of grants. Monitor contract expirations with enough lead time to initiate contact with responsible College employees in order to facilitate the renewal of current contracts or to begin the process for establishing a new contract. Manage and track all miscellaneous payments (including commissions) derived from contract activity. Work with Cashiers regarding the invoicing of revenue contracts and subsequent deposits of receipts. Perform analytical and monetary reconciliations for the betterment of the College and its departments. Training: Train and teach other parties of the College when applicable on matters regarding Contracts. Will also receive training from the Contracts Administrator to continuously improve and learn. Will perform clerical duties for Contracts and other duties as assigned. Attend contract trainings and meetings provided by the State on a regular basis to remain updated on changes to regulations and guidelines. Assist Contract Administrator. Provide training to College employees on contract workflow and the process for initiating or renewing contracts. Receive training from the Contract Administrator. Perform clerical tasks for Contracts. Any Fiscal Yearend duties and accounting audit duties as assigned. Other Duties as assigned. Contracts Accounting Manage general accounting and compliance support for contract expense and revenue transactions. Work with Cashiers regarding the invoicing of revenue contracts and subsequent deposits of receipts. Ensure accuracy of expenses and revenue allocations per contracts. Validate expense allow ability based on applicable accounting regulations and guidelines. Validate expense allow ability based on accounting cost principles. Work with departments to ensure compliance with state Fiscal Rules, procurement, and other college policies and procedures. Assist Contract Administrator with accounting period month-end tasks.

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