Program Contract Administrator #W5144

Title: Program Contract Administrator #W5144

State Role Title: Prog Admin Specialist II

Hiring Range: $70,000- $80,000 per year (salary commensurate with experience)

Pay Band: 5

Agency: Department of Social Services

Location: DSS HOME OFFICE

Agency Website: https://www.dss.virginia.gov/

Recruitment Type: General Public - G

Job Duties

At the Virginia Department of Social Services, we put people at the center of everything we do. We believe that every Virginian can live a life of dignity and that all voices, ideas and experiences contribute greatly to our pursuit of excellence. Inspired by continuous improvement, we commit ourselves to listening, learning and cultivating environments of trust, respect and positive engagement. Together, we are mission-driven, eager to achieve, and passionate about bringing the best of who we are to those we serve.

We design and deliver high-quality human services that help Virginians achieve safety, independence and overall well-being. We are a $2 billion agency – one of the largest in the Commonwealth of Virginia – partnering with 120 local departments of social services and 31 community action agencies, along with faith-based and non-profit organizations, to promote the well-being of children, adults, and families statewide. We proudly serve alongside 1,650 (state) and 12,200 (local) human services professionals throughout the Social Services System, who ensure that thousands of Virginia’s most vulnerable citizens have easy access to the services and benefits available to them.

Program Contract Administrator is responsible for providing leadership and support in the administration of the Office of New Americans (ONA) service contracts and financial matters.
Program Contract Administrator ensures compliance with all contracts through fiscal desk monitoring and on-site assessments of sub-recipients as needed. Additionally, the role involves managing and analyzing the annual budget and overseeing all expenditures.

Program Contract Administrator is crucial for overall contract monitoring, ensuring that ONA contracts are executed, maintained, renewed, and closed out in accordance with the Virginia Department of Social Services (VDSS) and applicable state and federal rules and regulations. The individual in this role will lead collaborative efforts with agency procurement staff and ONA/division leadership, providing guidance and developing solutions to contractual challenges.

The position requires independent communication with vendors, contractors, program leadership, and staff, as well as other stakeholders, to clarify performance and financial matters. This includes addressing compliance issues proactively to prevent them from escalating into significant deficiencies. Furthermore, the role involves conducting monthly financial analyses and reporting to ensure compliance with federally funded grants.

Program Contract Administrator also serves as the Local Security Officer (LSO) for both the Virginia Newcomer Information System (VNIS) and the CVS division.

Minimum Qualifications

• Experience in data analysis, ,budget, contract, and fiscal administration.

KSA’s ad Competencies required to successfully perform the work.
• Comprehensive knowledge of contract administration, evaluation, and monitoring procedures, including knowledge of performance clauses, service requirements, and other contractual agreement analyses.
• Proven ability to lead contract monitoring and evaluation efforts while ensuring full compliance.
• Knowledge of fiscal and budget administration and monitoring.
• Demonstrated knowledge of financial and operational performance.
• Experience in the production of graphs, charts, and data analysis.
• Knowledge of managing federal grants.
• Ability to interpret and apply federal/state policies and regulations.
• Computer proficiency operating WORD, EXCEL, and PowerPoint.
• Knowledge and experience with an automated data and reporting system.
• Ability to plan, organize, and manage multiple matters simultaneously.
• Ability to communicate effectively orally and in writing with internal and external customers.
• Ability to work with cross-functional teams to achieve common goals.
• Experience with Microsoft Suite- Primarily Outlook, Excel, and PowerPoint

Additional Considerations

• Virginia Contracting Associate (VCA) Certification or similar.
• Working knowledge of federal grant reporting.
• Experience with FAAS.
• Experience with the Commonwealth’s contract and procurement policies, practices, and eVA.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Selected candidate(s) must successfully pass a fingerprint-based criminal history background check. A record of criminal history does not automatically bar an applicant from consideration. Employment verification will be conducted to include current/previous supervisory employment reference checks.

VDSS will record information from each new employee’s Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization.

To be considered for this position, you must submit a Commonwealth of Virginia application or resume through the on-line “Virginia Jobs” (PageUp) employment site no later than 11:55 p.m. on the closing date listed. Each application is reviewed for documentation that shows the applicant meets the minimum and additional considerations as stated in the job announcement. The decision to interview an applicant is based on the information provided. Multiple positions may be filled from this recruitment within 90 days of the closing date.

In addition to a rewarding work experience, VDSS offers excellent health and life insurance benefits, pre-tax spending accounts, state funded Short and Long Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching – Employee Benefits.

The Virginia Department of Social Services (VDSS) is an Equal Opportunity Employer and encourages diversity within its workforce.

VDSS does not provide sponsorship.

This position may be eligible for telework opportunities; availability, hours, and duration will be in accordance with the Commonwealth’s Teleworking policy.

VDSS is an official certified state agency that values the service and experience of our Veterans. As such, Veterans are encouraged to apply and receive preference in the hiring process. AmeriCorps, Peace Corps and other national service alumni also are encouraged to apply. Reasonable accommodations are available to applicants, if requested, during the application and/or interview process.

If you have been affected by Policy 1.30 Layoff as a state employee and possess a valid Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Card (Blue Card), you must submit this document through the “Virginia Jobs” (PageUp) employment site when you apply.

Contact Information

Name: VDSS – Division of Human Resources

Phone: dssrecruitment@dss.virginia.gov

Email: dssrecruitment@dss.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.