Contracting System Administrator

Role Responsibilities

Are you an organized and detail-oriented individual with experience in contract management and records compliance? We are seeking a skilled Contracting System Administrator to join our dynamic team and ensure the integrity, accuracy, and timely processing of contracts and related documentation. Reporting to the Manager, the Contracting System Administrator is responsible for:

Contract Records Management & Audit Compliance:

• Review all contracts to ensure compliance with AHS policies, legislation, and practices, and ensure they meet the system requirements of CLM.
• Communicate effectively with internal and external stakeholders, ensuring timely and accurate information sharing.
• Conduct detailed reviews of electronic files to ensure completeness, accuracy, and reliability of contract information in the system.
• Perform due diligence on "Requests for Contracts" to ensure compliance with the Delegation of Financial Authority (DOFA) and ensure all fields are completed.
• Provide training and ongoing support to staff regarding records management policies, procedures, and best practices.
• Prioritize workloads based on contract execution dates, political priorities, and patient care impacts using critical thinking skills.
• Convert contracts, agreements, and supporting documents from archived systems to maintain continuity and accessibility.
• Conduct audit compliance reviews and share feedback with the team to ensure adherence to standards.
• Provide expert advice and information on contract documents and processes, supporting compliance with internal and external policies.

Posting & Routing of Contracts:

• Post all RFX (Request for Proposal) documents accurately to the APC system, ensuring due diligence and accuracy in all submissions.
• Enter, attach, and manage all documents in CLM and ensure timely posting of award information within 72 days.
• Prepare and send executed agreements to all relevant stakeholders in a timely manner.
• Create and manage envelopes and signature templates for contract signing and other legally binding documents through DocuSign.

Administrative Support:

• Provide administrative support to Contract Coordinators, including documentation, reporting, filing, and contract monitoring.
• Manage the creation and closure of contract requests in CLM and track workflows via JIRA electronic ticketing system.
• Support Contracting activities by creating sites in CLM, tracking milestones, and ensuring proper contract documentation.
• Resolve vendor-related issues, ensuring proper signatures are obtained and executed contracts are received.
• Conduct vendor name verification and recommend necessary updates or merges in CLM and related systems.
• Maintain and configure Intranet posting updates and new pages for CPSM departments based on naming conventions and metadata updates.

Role Responsibilities Contd.

Process & System Maintenance:

• Create and maintain internal process maps and standard operating procedures (SOPs) for the team.
• Develop and update SOPs for applications used within the Contracting portfolio such as DocuSign, CLM, APC, JIRA, and others.

Additionally, this position oversees the management of user access and account information within procurement systems. This involves the maintenance of corporately held accounts for all departments within Alberta Health Services, including those for Grand & Toy and Amazon, as well as the setup of external customer accounts for external purchasing portals and access to Oracle roles and responsibilities.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.
 

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf

Agility:

• Proactively incorporate change into processes and create opportunities for continuous improvement.
• Adapt to changing priorities quickly, while remaining focused on goals and supporting team members in managing emotions under pressure.
• Clearly communicate the impact of changes on roles and integrate these changes into existing workflows and processes.
• Adapt plans and practices to meet evolving needs of the organization.

Develop Networks:

• Establish and maintain close relationships with key stakeholders across various teams and departments.
• Proactively identify and engage with a broad range of interested parties to ensure their needs are addressed.
• Influence others positively through effective communication and relationship-building techniques.
• Actively collaborate and integrate the needs of diverse groups into decision-making processes.

Drive for Results:

• Take responsibility for achieving outcomes and delegate tasks effectively to meet organizational goals.
• Use a variety of resources to monitor and maintain performance standards.
• Acknowledge both direct and indirect responsibilities, and commit to doing what’s best for Albertans, even in the face of resistance.
• Consistently work towards achieving goals aligned with the Alberta Public Service (APS) direction.

Develop Self and Others:

• Actively seek learning and knowledge-sharing opportunities to grow and stay current in your field.
• Reflect on personal performance and identify areas for development.
• Take initiative to stay updated on industry trends, technologies, and best practices.
• Share your insights with your team to foster a collaborative and knowledge-rich environment.
• Actively mentor and coach direct reports, fostering a culture of growth and continuous improvement.

Qualifications

High school diploma in business, supply chain management and three years of related experience. 

Equivalencies: Directly related experience or education considered on the basis of: 

• 1 year of education for 1 year of experience; or
• 1 year of experience for 1 year of education.

The following experience is required: 

• Proficiency in Contract Management Systems with extensive expertise and hands-on experience.
• Experienced in utilizing Windows and all Microsoft Applications, with intermediate proficiency in DocuSign.
• Demonstrates an advanced understanding of Public Procurement practices and Canadian trade agreements.
• Brings over 5 years of invaluable experience from previous roles within large public organizations. 
• Possesses exceptional verbal and written communication skills, effectively engaging with diverse stakeholders including staff, management, and vendors.
• A customer-centric approach coupled with strong teamwork capabilities. Demonstrates initiative and discretion in handling confidential information, while being proactive in executing assigned tasks. 
• Thrives in a fast-paced environment, adept at prioritizing tasks to meet deadlines effectively.

The following are considered assets: 

• Proficiency with Contract Life-Cycle Management (CLM) processes at an intermediate level.

The following experience will be given preference:

• Experience in health organizations of significant size.
• Experience with Oracle or other ERP systems is preferred.
• Post-secondary diploma (2 year) in business or supply chain management.
   

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

This is a full-time position working 36.25 hours per week.
 

If a security screening is required:

• Final candidates will be required to undergo a security screening.
• Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

A cover letter outlining how your experience relates to the qualifications of this role is required.

In your resume, please include dates (including months and years) associated with all education and work experience. Also, please indicate whether your work experience is casual, part-time, or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in. 

• Links and information on what the GoA have to offer to prospective employees.
• Working for the Alberta Public Service – https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx
• Public Service Pension Plan (PSPP) - https://www.pspp.ca
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits    
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca
• Positive workplace culture and work-life balance
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement.
• Leadership and mentorship programs