Senior Technician, Contracts

  • Association of Public Health Laboratories
  • Silver Spring
  • 421 views
Full Time Admin-Clerical

Job Description

Position Summary

The Senior Technician, Contracts will provide administrative and operational support for all aspects of the contract and procurement cycles at APHL. This support will include ensuring that APHL has appropriate documentation for all contracts, follows applicable document retention policies, correctly sets up each contract in the accounting database and documents procurement decisions in accordance with association policies and that the contractor has complied with contract terms. As needed, the Senior Technician, Contracts will also provide support to other aspects of the APHL Legal Department’s work, including preparation for the association’s annual audit.

 

This position is a non-legal position in the Legal Department and reports to the General Counsel.

Duties & Responsibilities

 

  • Assist with the contract management process for professional service contracts, hotel or other facilities contracts, revenue-generating contracts to APHL, subgrants to other organizations, purchase orders and other legal documentation (such as memoranda of understanding, non-disclosure agreements and teaming agreements). This process includes:
    • Maintaining the system to manage the contract process from initiation through contract completion;
    • Ensuring that all appropriate documentation is received during the contract process, including but not limited to bid or procurement documentation, contractor tax id numbers and contract deliverables;
    • Ensuring that all contract information, including payments when needed, is entered and maintained in Intacct, APHL’s accounting database; and
    • Monitoring contracts under review to ensure that they go through the process in a timely manner.
  • Interact with outside organizations (such as states, vendors or consultants) and individuals to ensure that contract concerns are being addressed.
  • Maintain contract and procurement physical files and electronic libraries on SharePoint.
  • Help ensure that APHL staff are following contract, procurement and Legal Department standard operating procedures.
  • Maintain subsidiary and branch office physical and electronic files.
  • Assist in tracking applicable filings deadlines, meeting and reporting criteria and audit requirements for all registered branch offices and established subsidiaries.
  • Aid in the preparation for funder site visits and the annual headquarters and any required subsidiary or branch office audits.
  • Routinely relieve Receptionist for breaks and lunch and may serve as back up Receptionist when Receptionist is out of the office.
  • Other duties as assigned.

Employment Standards- Education and Experience

This position requires an individual with a high level of attention to detail and accuracy, an ability to consistently meet deadlines while working across a number of projects or matters, capacity to work independently and with others, and strong customer service skills.

 

The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge

• A BA/BS with at least one year of prior work experience, an Associate’s degree with three years’ experience or another combination of prior work experience and education that provides the required skills and knowledge for successful performance.
• MS Office applications with proficiency in Excel, Word, and Outlook.
• Prior experience with SharePoint strongly preferred.
• Knowledge of Intacct desirable.

Skills

• Detail oriented.
• Highly organized.
• Self-motivated.
• Excellent interpersonal and teamwork skills.
• Excellent written and verbal skills.

Abilities

• Ability to multi-task in a flexible manner to address changing needs.
• Ability to work with remotely-based individuals.
• Ability to adjust working style to accommodate cultural differences or norms.

Work Environment

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee could be exposed to outdoor weather conditions prevalent at the time. The noise level in the work environment may vary from light to moderate depending on the location.

Physical Demands

The physical demands described here are representative of those that must be met by a colleague to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the colleague is required to sit for long periods at a time; type using a computer keyboard; visually read information off of a computer monitor; talk, hear, and orally communicate information over the telephone. Specific vision abilities required by the job include close vision and color vision and the ability to adjust focus.

Criteria for Evaluation

Performance evaluation will be based on the abilities in meeting the criteria outlined herein.

Reports To

General Counsel

Direct Reports

None

Position Description Status

The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Association of Public Health Laboratories (APHL) reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.

Association of Public Health Laboratories is an Equal Opportunity Employer.

Occupations

Administrative Support

Education Requirements

High School Diploma, Associate Degree, Bachelor's Degree

Salary

43000+