Contracts Coordinator

2 weeks ago

Brampton, Canada Regional Municipality of Peel Full time

**Job Description**:
**Contracts Coordinator**

**Human Services - Housing Services**

**CUPE Local 966**

**Status: 1 Regular Full-time & 1 Contract Full-time up to 12 Months**

**Salary Range: $66,898 to $79,853 per annum**

**Work Mode: Hybrid **_see below for more details about this work mode._**

**Location: 10 Peel Centre Drive, Brampton**

**Hours of work: 35 hours per week**

**Who we are**:
Leads service system planning and management of housing and homelessness programs and services with a view to policy and service integration. Helps improve these services through effective planning, based on local information and research about the needs of Peel’s many different communities.

“Housing Services is passionately committed to ensuring stable, affordable, appropriate housing and supports in Peel. We manage a collaborative system of care focused on delivering services with compassion and respect in a way that preserves dignity.”

We plan, manage and delivery quality, integrated human services and resources that invest in people to enable participation in the changing community and the economy.

In this role, you will provide financial and administrative services to the Human Services Department. You will be responsible for populating contract templates for external service providers, processing payments, verifying child care attendances, analyzing information, reporting, tracking and administering contracts in the Human Services Department. As a Contracts Coordinator, you will be an integral part of providing front line service to internal divisional clients and external Service Providers.

**What you will do in this role**:

- Review and analyze work requests, input data into contract templates and coordinate secure and timely delivery to, and return of, signed contracts from external service providers
- Provide support and information to internal clients and service providers in meeting contractual requirements (e.g. Early Years insurance and financial statements, Peel Living invoices)
- Review and verify compliance with insurance requirements based on pre-determined Loss Management insurance guidelines (e.g. Early Years insurance)
- Review service providers’ compliance with the terms and conditions of the contracts and report findings (e.g. vendor compliance as it relates to accurate submission of Peel Living invoices)
- Review and confirm OW, ODSP and other clients’ eligibility status to various programs and resolve related inquiries with internal clients and service providers (e.g. Great West Life)
- Analyze, assess and communicate with internal clients and service providers regarding contractual requirements and operational items
- Create, calculate and maintain funding distribution charts/tables in accordance with program guidelines
- Create purchase order requisitions and express purchase orders
- Generate monthly schedules in OCCMS and verify attendances for childcare service providers including cross-jurisdictional services
- Verify and process payments using the appropriate business technology while ensuring invoices and contracts meet program guidelines
- Identify, calculate and report overpayments/underpayments resulting from child care subsidy and update internal clients when calculations have been completed
- Identify, calculate and process adjustments (e.g. Early Years placement correction, retroactive rate changes)
- Identify and resolve discrepancies and liaise with internal clients and service providers to ensure accuracy of payments and financial integrity
- Develop and analyze operational and management reports including ad-hoc reports to support decision making (e.g. Early Years adjustments by service provider, Early Years funding by age-group, Peel Living monthly activity invoice report, open work order report by property manager)
- Analyze and calculate eligible funding amounts to determine appropriate reporting requirements (e.g. financial statements)
- Reconcile monthly and yearly fee subsidy payments, advances, funding and other payments made to service providers
- Reconcile and prepare confirmation reports of payment activities for external parties (e.g. audit firms)
- Work with Accounts Payable in the reconciliation of vendor statements (e.g. investigate payment status of outstanding overdue invoices as submitted by vendors and provide details to contract manager)
- Review and monitor the status of invoices and advise contract managers accordingly
- Prepare and monitor accruals (e.g. obtain copies of missing invoices as identified by Finance and complete accrual sheets as required)
- Identify efficiencies to improve service delivery
- Provide input and collaborate with other departments/divisions in the development and improvement of business processes and in the implementation of systems upgrades (e.g. Early Years financial statements, cross jurisdictional process, fee scan project, web attendance risk model, Peel Living invoice process, OCCMS upgrade user accep

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