Business support specialist (experience with Contract and Compliance)

Job Title: Business support specialist ((experience with Contract and Compliance)

Duration: Contract 3 Months with extension

Job Mode: On-Site

Pay rate: $27.00/hour on w2 without benefits

Shift hours: Monday through Friday Regular Office timings

Responsibilities:

• This assignment supports the Business Opportunity Program Office in administering the Disadvantaged and Small Business Enterprise federal program and ensuring that contract data is accurately reported in the District's Diversity Compliance Management
• System (DCMS) for small business participation, prime and subcontractor payment monitoring, small business participation credit, and contract creation and close-out.
• Under the direction of the Manager, SBE Compliance Programs, the position will provide technical and administrative support for the District's Business Opportunity
• Program for compliance activities. Key responsibilities include: 

Contract Data Management and System Administration :

• Enter, maintain, and update contract, prime contractor, subcontractor participation and commitments, and payment information in DCMS. 
• Review contract records for accuracy, completeness, and consistency with executed contracts, amendments, change orders, and subcontractor documentation. 
• Maintain electronic contract compliance files and supporting documentation to ensure records are complete and audit-ready. 
• Generate contract compliance reports and assist with reconciling system data against contract and payment records. 

Small Business Participation Goal-Setting:

• Assist with establishing SBE participation goals for District contracts and procurements. 
• Conduct research using applicable small business certification directories and other available data to identify certified firms capable of performing anticipated scopes of work. 
• Review scopes of work, NAICS codes, subcontracting opportunities, estimated contract values, and availability data to support goal-setting recommendations. 
• Prepare supporting worksheets, calculations, documentation, and files used to substantiate contract-specific SBE goals. 

Subcontractor Participation Monitoring and Tracking:

• Monitor prime contractor and subcontractor participation in DCMS. 
  Track committed and actual SBE participation against established contract goals and approved utilization commitments. 
  Communicate with District Project Managers to obtain missing or corrected compliance documentation. 
  
  

Prime and Subcontractor Payment Monitoring:

• Review and track payments made by the District to prime contractors and payments reported by prime contractors to subcontractors. 
  Reconcile prime payment records against subcontractor payment information to verify the accuracy and timeliness of reported payments. 
  Monitor compliance with applicable prompt-payment and retention requirements. 
  Identify late, missing, disputed, or inconsistent subcontractor payments and assist with follow-up and resolution. 
  Maintain documentation supporting payment monitoring and compliance findings. 

Commercially Useful Function (CUF) Reviews: 

• Assist with conducting and documenting CUF reviews for small business credit to determine whether certified firms are performing a distinct, necessary, and commercially useful role consistent with applicable program requirements. 
  Review subcontractor scopes, workforce, equipment, materials, supervision, invoicing, and other relevant documentation to verify that the firm is responsible for and performing the work credited toward participation. 
  Participate in field or desk reviews, as appropriate, and document observations and findings. 
  Identify potential CUF concerns. 

Contract Payment Audits:

• Assist with contract audits involving payments from the District to prime contractors and corresponding payments from prime contractors to subcontractors. 
  Review subcontract agreements, change orders, retention, canceled checks or other proof of payment, and related financial documentation. 
  Identify discrepancies that need to be reported to Project Managers. 
  Prepare audit worksheets, supporting documentation, findings, and correspondence. 
  Utilize the District's financial system for contract data entry. 

Contract Compliance Guide Development:

• Assist with the development of a comprehensive DCMS Contract Compliance Guide for use by contractors, subcontractors, consultants, and District staff. 
  Develop step-by-step instructions, checklists, process maps, examples, and frequently asked questions to promote consistent compliance practices. 

Contract Compliance and Program Support:

• Review required Business Opportunity Program forms and supporting documentation for completeness and compliance with solicitation and contract requirements. 
  Assist with proposal and bid evaluations using the District's Procurement portal powered by Bonfire. 
  Prepare interoffice memorandums to District staff regarding small business participation determinations. 
  Assist with contract closeout reviews to verify final participation and payment information. 
  Perform other related Business Opportunity Program and contract compliance duties as assigned.

Qualifications:

• A combination of college level training and position related experience equivalent to: 
• Three years' full-time position related complex and confidential office administrative experience requiring the use of initiative and independent judgment. Human
• Resources experience is highly desirable. 
• A Bachelor's Degree in Human Resources Management, Organizational Development or related field may be substituted for one year of administrative experience. 
• Must be able to demonstrate proficiency using advanced word processing and basic spreadsheet functions (Microsoft Word, Excel, database and graphics software,
• PowerPoint, and experience using HRIS systems highly desirable).