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Contract Coordinator - Health & Human Services

Posted: 11/21/2021

Job Summary

The primary purpose of this position is to act as contract coordinator for a large health and human services agency.   This position will independently exercise professional judgement, critical thinking, and in-depth analysis of information collected from clientele and multiple data sources in order to assess and determine program eligibility. In addition, this person is responsible for difficult and complex accounting functions.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.
Essential Duties and Responsibilities
The following duties are normal for this position.  These duties are not to be construed as exclusive or all-inclusive.   Other duties may be required and assigned. Regular attendance according to the position’s management approved work schedule is required for all positions.
Contract Management 

  • Coordinate all phases of contract preparation for Health & Human Services Department to ensure compliance with state statute, rules, policies, and county requirements.
  • Analyze contract proposals for conformance with established intent, reasonableness and allow ability of fiscal costs and service delivery methodologies.
  • Negotiate with provider management on contract terms, service expectations, provider cost factors, budgetary factors, contract monitoring and performance outcomes, insurance issues and other contractual issues.
  • Develop, create, prepare, and maintain a master contract list for all contracted providers.  Including terms, services provided and rates for internal use by all Health and Human Services staff.   
  • Analyze requested rate increases to determine justification and prepare a final report for the HHS Fiscal Supervisor.
  • Participate in the negotiation of rates and terms for purchased services.  Calculate new rates and contract limits for all major contracts and prepare or present to the Board for their approval.
  • Assist with the development or review of contractual agreements between the department and other entities; recommend approval or revisions with County Attorney Office review and approval. 
  • Maintain master contract files and ensure appropriate documentation including proof of insurance, bonds, licenses, and other required documentation is current and present in each file.
  • Assist HHS staff with requests for contract changes and prepare contract amendments for Board approval. 
  • Research and collect information for preparation of reports and/or spreadsheets for contract management purposes. 
  • Seek legal clarification from County Attorney as needed. 
  • Develop and maintain a database of contracted providers. 
  • Authorize and monitor payments to providers in accordance with County Board approved contractual agreement.  
  • Review and prepare contracts for waiver modifications and assistance technology to benefit waivered services recipients.  
  • Prepare program evaluation and outcome measures from contracted providers to monitor quality of service and assure contract obligations are met. 
  • Keep management team informed of any developing concerns, issues, or problems.
  • Conduct meetings with provider agencies for the purpose of negotiating resolutions to contract problems or changes and plan future contract needs.  
  • Complete purchase of service provider audits through in-person and/or phone audits.
  • Other contract management duties as assigned. 
Accounting Functions 
  • Assist in preparing annual or quarterly reports as assigned by supervisor. 
  • Prepare various spreadsheets using EXCEL for Fiscal Supervisor and management team. 
  • Complete accounting-related tasks as assigned by Fiscal Supervisor or Fiscal Officer.
Cost Effective Health Insurance Determination 
  • Analyze private health insurance to determine cost effectiveness and authorizes reimbursement of premiums. Assists in collaboration between health plans, health care providers, enrollees, and other staff with questions or problems.
  • Document all case information in case notes accurately and timely.
  • Return phone calls within 24-48 hours.
  • Act on client information received via phone calls, correspondence, client drop off and computer interfaces.
  • Prioritize work daily, weekly, and monthly to coincide with deadlines established by Federal, State and County rules.
  • Manage Electronic Document Management System effectively, process items in workflow in a timely manner.
Other Duties/Functions 
  • Evaluate, document, and monitor progress toward goals and objectives.
  • Maintain and apply knowledge of relevant policies, procedures, statutes, and professional practice.
  • Work closely with service providers, vendors, and county attorney’s office. 
  • Participate in agency unit and general staff meetings.
  • Disseminate information learned at trainings/meetings and share resources.
  • Work cooperatively and respectfully with coworkers and management to create solutions.
  • Develop and maintain respectful and cooperative working relationships.
  • Seek out and attend training as appropriate.
  • Promote harmony within the workplace.
  • Other duties as assigned.


Minimum Qualifications

Associate’s degree in Accounting or Business-related field plus 1 - 3  years of experience in a related field or equivalent education plus work experience.

Must have a valid MN driver’s license.
Other training/experience which is desirable for the position:
Bachelor’s degree or greater preferred.  Experience with state computer systems; SSIS, MMIS, PRISM and MAXIS. Experience working with Excel, analyzing, and preparing spreadsheets, Word, Compass/OnBase, Outlook.   Experience giving presentations. Experience with contract management and basic Accounting procedures.

Supplemental Information

Knowledge, Skills and Abilities Required

  • Knowledge of the mission, policies, and procedures of the Department to which assigned.
  • Knowledge of management or organizational theory and techniques.
  • Knowledge of departmental programs, their purposes, their objectives and regulations, and other funding sources.
  • Knowledge of multiple state and county computer systems, skill in utilizing and navigating these systems, constructing detailed reports, implement complex rules, policies, and procedures. (Including but not limited to MAXIS, MMIS, PRISM, Compass/Onbase, Excel, Word, Outlook).
  • Knowledge of community resources.
  • Knowledge of the principles and practices of budgeting and accounting.
  • Knowledge and ability to operate a variety of standard office equipment.
  • Skill in written and verbal communication.
  • Skill in negotiation.
  • Ability to establish effective working relationships with clients, public, providers, managers, and staff at all organizational levels.
  • Ability to work independently with limited direct supervision; use of critical thinking and in-depth analytical skills; ability to exercise independent judgment and maintaining strong professional ethics.
  • Ability to handle confidential and data privacy issues appropriately.
  • Ability to accept and profit from supervision.
  • Ability to plan, delegate and direct work in a team setting.
  • Ability to organize workload, meet deadlines and set work priorities.
  • Ability to quickly comprehend and assimilate a large volume of new material.
  • Ability to maintain goal-directed focus in diverse areas simultaneously.
  • Ability to integrate conceptual and technical knowledge.
  • Ability to work under periods of extreme pressure and stress.
  • Ability to be innovative and to use all resources available.  
  • Demonstrate by personal example the service excellence and integrity expected from all employees.
  • Represent the county in a professional manner to all outside contacts when doing the county’s business and also with the general public.
Accountabilities Shared By All Employees  
  • Performs job responsibilities in a manner consistent with the County's vision, mission and values.
  • Develops and maintains a thorough working knowledge of all department and county-wide policies, protocols and procedures that apply to the performance of this position.
  • Develops respectful and cooperative working relationships with co-workers.
  • Informs immediate supervisor of all-important matters pertaining to assigned job responsibilities.
  • Seeks opportunities for further personal growth and development.
  • Represents the County in a professional manner to all internal and external contacts when doing the County's business.
  • Complies with all rules and policies in order to maintain a safe work environment.
Hiring Salary Range: $25.23 - $28.61

Union: Teamsters

Status: Non-Exempt
Hours of Work: This position has a usual work schedule of 8:00 a.m. to 4:30 p.m., Monday through Friday; may include occasional evening and weekend hours.

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