Contract Analyst

Job ID: 65751

Position: Administrative Services Manager

Client: State of Tennessee Department of Health

Location: 710 James Robertson Parkway 6th Floor Andrew Johnson Tower Nashville Tennessee. 37243

Duration: 12 Months

Hybrid

37.5 hours per week; hybrid schedule anticipated (1 day in office 4 days remote per week).

Caspio Excel SharePoint or shared drives Microsoft Office and applicable State contract templates and tracking tools.

Position Summary

• The Contract Analyst supports CEDEP and BGM by coordinating contract requests from intake through execution maintaining accurate contract records tracking procurement and renewal timelines reviewing invoices and supporting audit-ready contract documentation.
• The position works closely with program staff fiscal legal procurement and leadership stakeholders to move contracts and invoices through review efficiently and in compliance with applicable requirements.

Key Responsibilities

• Contract planning and intake
• Purpose: Ensure contract requests are complete allowable properly scoped and planned early enough to prevent service gaps.
• Receive and triage contract requests from program staff; confirm service need period of performance funding source and required timeline.
• Develop or support development of scopes of service and ensure alignment with program intent grant or appropriation allowability and state contracting requirements.
• Prepare or validate contract budgets including maximum liability line-item structure and required budget attachments.
• Identify the appropriate contract pathway including new contract renewal amendment termination or closeout.
• Plan backward from deadlines to keep contract work moving and prevent gaps in service.

Competitive procurement management

• Purpose: Support competitive procurement integrity and timely completion of RFA RFGP and related requirements.
• Determine whether procurement must be competitive and coordinate early with the appropriate procurement or competitive coordinator.
• Support development of competitive documents and packages using approved templates required scoring structure and attachment standards.
• Manage competitive timelines and logistics including schedule-of-events coordination required postings evaluator coordination when applicable and timely submission of required forms.
• Ensure required forms attachment consistency documentation standards and other competitive integrity steps are completed.

Caspio contract tracking and workflow management

• Purpose: Maintain accurate current contract records and use Caspio to actively manage work across the contract lifecycle.
• Use Caspio daily to initiate route and track new contracts renewals amendments and related contract actions.
• Create and maintain contract records with complete and accurate required fields including identifiers vendor term dates maximum liability funding source competitive status and milestones.
• Monitor workflow and status stages respond to send-back items correct documentation and resubmit packages promptly.
• Use Caspio reporting views to identify expiring contracts prioritize renewals and track open requests by workflow stage.

Invoice review payment processing and monitoring

• Purpose: Support timely payment while ensuring invoices align with contract terms budgets deliverables and documentation requirements.
• Review contract invoices for accuracy alignment with contract terms and budget required documentation and deliverable requirements.
• Ensure invoices are properly stamped reviewed accurately coded and routed for payment within five business days of receiving the invoice and required support.
• Track invoice status using Caspio and follow up on invoices stalled in workflow.
• Maintain monitoring files or Caspio/Excel reports to track cumulative spend remaining balances invoicing cadence late invoices contract end-date risk renewal status and issues requiring corrective action.
• Identify and elevate risks early including late invoicing documentation gaps overspend risk and end-date risk with recommended corrective actions.

Program support stakeholder coordination and recordkeeping

• Purpose: Provide hands-on contract support and maintain audit-ready files across the contract lifecycle.
• Assist program staff with contract development and submissions by providing templates guidance and hands-on coordination from draft through execution.
• Coordinate across program fiscal legal procurement and leadership stakeholders to move contracts through review efficiently.
• Provide routine status updates to program leadership on contract progress execution timelines and invoice/payment status.
• Maintain organized contract files including competitive documentation drafts approvals executed agreements amendments invoice support and related records consistent with retention requirements.

Preferred Qualifications

• Experience with contract development procurement coordination invoice review contract monitoring or fiscal administration.
• Experience using Excel trackers SharePoint or similar tracking systems to manage deadlines and documentation.
• Ability to interpret contract requirements budgets scopes of service and invoice support documentation.
• Strong attention to detail and ability to maintain audit-ready records.
• Strong written and verbal communication skills including the ability to communicate clearly with internal teams external partners and leadership.
• Strong Microsoft Office skills including Excel Outlook Word and PowerPoint.
• Ability to manage multiple priorities track deadlines follow up consistently and maintain accurate records.
• Ability to work independently exercise sound judgment and complete assignments with minimal revision.
• Experience using databases tracking tools SharePoint or similar systems to manage work and documentation.