City of Baltimore
Contracts Administrator, Operations Officer I (NCS) - Mayor's Office of Homeless
City of Baltimore, Baltimore, Maryland, United States, 21276
THIS IS A NON-CIVIL SERVICE POSITION
Salary Range:
$70,338.00 - $112,807.00 Annually
Starting Pay:
$70,338.00 Annually
Get to Know Us Welcome to the City of Baltimore! Experience the reward of a fulfilling career and enjoy the added element of excitement in a vibrant, diverse atmosphere. The City of Baltimore offers limitless opportunities to help drive social impact, both on the job and in the community, while serving its citizens. Join us in making Baltimore a great place to live and work. In the City of Baltimore, we hire great people and provide them with the skills and opportunities to grow toward their career aspirations. If you are looking for a career change or are interested in learning more, explore our opportunities and benefits programs. We are excited to have you as a part of the City of Baltimore Team! The city offers medical, prescription drug, dental, vision, optional life, AD&D, and FSA plans. This office also supplies wellness programs, support groups, and workshops. You can learn about our benefits here: https://humanresources.baltimorecity.gov/hr-divisions/benefits
Job Summary Baltimore City Mayor’s Office of Homeless Services (MOHS) is seeking a dynamic experienced professional to function as the Contract Administrator for the agency. The Contract Administrator is responsible for the complete lifecycle of all contracts and grant‑funded agreements executed by the Mayor’s Office of Homeless Services (MOHS). This includes pre‑award setup, clearance review coordination, legal and fiscal routing, Board of Estimates (BOE) submission, execution, and post‑award compliance. The Contract Administrator ensures all procurements follow the MOHS Contract Administration Manual, Board of Estimates regulations, and applicable City, State, and Federal guidelines. This position requires exceptional organizational and analytical skills, strong coordination across multiple City agencies, and the ability to manage numerous contracts in varying phases simultaneously.
Essential Functions Contract Lifecycle Management
Lead and manage the full nine‑phase contract lifecycle from Conditional Award through Close‑Out.
Develop and execute Grant Agreements, Professional Services Contracts, Amendments, and MOUs consistent with City procurement standards.
Coordinate with Program, Fiscal, and Legal teams to ensure alignment between grant scopes, budgets, and allowable costs.
Maintain continuous communication with vendors and internal stakeholders to ensure deadlines are met and documentation is complete.
Procurement Preparation and Documentation
Develop grant and contract templates based on award language and program needs.
Create and maintain organized folders for each provider for tracking current and historical contract documentation.
Implement file naming conventions with version tracking, date stamps, and Final/Executed labels.
Manage the Contract Tracker and update statuses daily.
Compliance and Review Coordination
Facilitate the Clearance Agreement Process, ensuring Program and Fiscal leads validate budgets, formulas, and compliance.
Coordinate the BOE Submit process, preparing full submission packets including justification forms, SMBA&D documentation, and legal clearances.
Serve as liaison to the Law Department, Department of Audits, Comptroller’s Office, SMBA&D, and BOE Operations.
Ensure each contract receives complete and timely internal review before submission to the Board of Estimates.
Board of Estimates and Post‑Award Execution
Prepare BOE Contract Summary Sheets, PowerPoint presentations, and talking points for agenda meetings. Represent MOHS during the BOE agenda calls and City Administrator reviews.
Create Supplier Contract Numbers in Workday and distribute executed contracts.
Maintain detailed distribution logs and confirmation checklists for all executed agreements.
Monitoring, Amendments, and Close‑Out
Track performance milestones, spending, and amendment needs in collaboration with Fiscal and Program Compliance teams.
Facilitate amendment reviews using the same clearance and routing standards as original contracts.
Conduct close‑out activities including archival of files and submission of completion memos.
Reporting and Systems Management
Generate periodic reports on contract status, BOE submissions, execution timelines, and amendment trends.
Maintain up‑to‑date dashboards and records for leadership review.
Support quarterly internal audits and assist with external audit requests.
Minimum Qualifications Education:
Have a Bachelor’s degree from an accredited college or university, preferably in Public Administration, Business, Accounting, or a related field.
AND
Experience:
Have at least three years of progressively responsible experience in contract or grant administration, including legal and fiscal review coordination. Experience with government procurement or grants management strongly preferred.
OR
Equivalency Notes:
Have an equivalent combination of education and experience.
Knowledge, Skills, And Abilities
Comprehensive knowledge of City, State, and Federal procurement regulations. Strong understanding of grant management principles, including federal Uniform Guidance (2 CFR 200).
Knowledge of contract auditing, fiscal controls, and budget analysis. Proficiency in BOE Submit, Workday, Microsoft Excel, and SharePoint. Exceptional attention to detail and file management; ability to manage multiple projects concurrently.
Skilled communicator: able to write clear summaries, respond to inquiries, and represent the agency at formal meetings.
Background Check Eligible candidates under final consideration for appointment to positions identified as positions of trust will be required to complete authorization for a Criminal Background Check and/or Fingerprint screening and must be successfully completed.
Probation All persons, including current City employees, selected for this position must complete a 6‑month mandatory probation.
Equal Employment Opportunity Baltimore City Government is an Equal Employment Opportunity Employer, and we are committed to a workplace that values diversity, equity, and inclusion. The City of Baltimore prohibits discrimination on the basis of race, color, religion, age, sex, ancestry, creed, national origin, disability status, genetics, marital status, military service, sexual orientation, gender identity/expression, or any other characteristic protected by federal, state, or local laws. Applicants requiring accommodation during the hiring process should contact the Department of Human Resources directly. Requests for accommodation should not be attached to the application.
BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER #J-18808-Ljbffr
$70,338.00 - $112,807.00 Annually
Starting Pay:
$70,338.00 Annually
Get to Know Us Welcome to the City of Baltimore! Experience the reward of a fulfilling career and enjoy the added element of excitement in a vibrant, diverse atmosphere. The City of Baltimore offers limitless opportunities to help drive social impact, both on the job and in the community, while serving its citizens. Join us in making Baltimore a great place to live and work. In the City of Baltimore, we hire great people and provide them with the skills and opportunities to grow toward their career aspirations. If you are looking for a career change or are interested in learning more, explore our opportunities and benefits programs. We are excited to have you as a part of the City of Baltimore Team! The city offers medical, prescription drug, dental, vision, optional life, AD&D, and FSA plans. This office also supplies wellness programs, support groups, and workshops. You can learn about our benefits here: https://humanresources.baltimorecity.gov/hr-divisions/benefits
Job Summary Baltimore City Mayor’s Office of Homeless Services (MOHS) is seeking a dynamic experienced professional to function as the Contract Administrator for the agency. The Contract Administrator is responsible for the complete lifecycle of all contracts and grant‑funded agreements executed by the Mayor’s Office of Homeless Services (MOHS). This includes pre‑award setup, clearance review coordination, legal and fiscal routing, Board of Estimates (BOE) submission, execution, and post‑award compliance. The Contract Administrator ensures all procurements follow the MOHS Contract Administration Manual, Board of Estimates regulations, and applicable City, State, and Federal guidelines. This position requires exceptional organizational and analytical skills, strong coordination across multiple City agencies, and the ability to manage numerous contracts in varying phases simultaneously.
Essential Functions Contract Lifecycle Management
Lead and manage the full nine‑phase contract lifecycle from Conditional Award through Close‑Out.
Develop and execute Grant Agreements, Professional Services Contracts, Amendments, and MOUs consistent with City procurement standards.
Coordinate with Program, Fiscal, and Legal teams to ensure alignment between grant scopes, budgets, and allowable costs.
Maintain continuous communication with vendors and internal stakeholders to ensure deadlines are met and documentation is complete.
Procurement Preparation and Documentation
Develop grant and contract templates based on award language and program needs.
Create and maintain organized folders for each provider for tracking current and historical contract documentation.
Implement file naming conventions with version tracking, date stamps, and Final/Executed labels.
Manage the Contract Tracker and update statuses daily.
Compliance and Review Coordination
Facilitate the Clearance Agreement Process, ensuring Program and Fiscal leads validate budgets, formulas, and compliance.
Coordinate the BOE Submit process, preparing full submission packets including justification forms, SMBA&D documentation, and legal clearances.
Serve as liaison to the Law Department, Department of Audits, Comptroller’s Office, SMBA&D, and BOE Operations.
Ensure each contract receives complete and timely internal review before submission to the Board of Estimates.
Board of Estimates and Post‑Award Execution
Prepare BOE Contract Summary Sheets, PowerPoint presentations, and talking points for agenda meetings. Represent MOHS during the BOE agenda calls and City Administrator reviews.
Create Supplier Contract Numbers in Workday and distribute executed contracts.
Maintain detailed distribution logs and confirmation checklists for all executed agreements.
Monitoring, Amendments, and Close‑Out
Track performance milestones, spending, and amendment needs in collaboration with Fiscal and Program Compliance teams.
Facilitate amendment reviews using the same clearance and routing standards as original contracts.
Conduct close‑out activities including archival of files and submission of completion memos.
Reporting and Systems Management
Generate periodic reports on contract status, BOE submissions, execution timelines, and amendment trends.
Maintain up‑to‑date dashboards and records for leadership review.
Support quarterly internal audits and assist with external audit requests.
Minimum Qualifications Education:
Have a Bachelor’s degree from an accredited college or university, preferably in Public Administration, Business, Accounting, or a related field.
AND
Experience:
Have at least three years of progressively responsible experience in contract or grant administration, including legal and fiscal review coordination. Experience with government procurement or grants management strongly preferred.
OR
Equivalency Notes:
Have an equivalent combination of education and experience.
Knowledge, Skills, And Abilities
Comprehensive knowledge of City, State, and Federal procurement regulations. Strong understanding of grant management principles, including federal Uniform Guidance (2 CFR 200).
Knowledge of contract auditing, fiscal controls, and budget analysis. Proficiency in BOE Submit, Workday, Microsoft Excel, and SharePoint. Exceptional attention to detail and file management; ability to manage multiple projects concurrently.
Skilled communicator: able to write clear summaries, respond to inquiries, and represent the agency at formal meetings.
Background Check Eligible candidates under final consideration for appointment to positions identified as positions of trust will be required to complete authorization for a Criminal Background Check and/or Fingerprint screening and must be successfully completed.
Probation All persons, including current City employees, selected for this position must complete a 6‑month mandatory probation.
Equal Employment Opportunity Baltimore City Government is an Equal Employment Opportunity Employer, and we are committed to a workplace that values diversity, equity, and inclusion. The City of Baltimore prohibits discrimination on the basis of race, color, religion, age, sex, ancestry, creed, national origin, disability status, genetics, marital status, military service, sexual orientation, gender identity/expression, or any other characteristic protected by federal, state, or local laws. Applicants requiring accommodation during the hiring process should contact the Department of Human Resources directly. Requests for accommodation should not be attached to the application.
BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER #J-18808-Ljbffr