Contracts Coordinator, Children's Services

Job Summary

Reporting to the Supervisor, Quality and Accountability, the Contracts Coordinator is an integral member of the Quality and Accountability Team in the Children’s Services division. This position plays a pivotal role managing, overseeing, and ensuring the effective execution of agreements and contracts between the Region and early years and child care service providers. The Contracts Coordinator supports agreement compliance and monitoring, including the collection of mandatory reports.  

Duties & Responsibilities

• Prepares, reviews, and manages contracts, amendments, and related documentation.
• Summarizes contract requirements and ensures compliance with organizational policies for agreement execution and required documentation.
• Monitors contract timelines, renewals, amendments, and terminations.
• Collects and validates documentation for completeness and compliance with signing authority protocols and all contractual requirements.
• Maintains an organized and accessible repository following Halton Region’s record retention policies for contracts, amendments, correspondence, and other essential documents. 
• Designs and implements streamlined processes to ensure efficiency and consistency in contract management.
• Develops standardized procedures for contract preparation, review, and execution, driving operational excellence and minimizing errors.
• Proactively monitors contracts and submission of required reports and documentation throughout their term, ensuring that service providers funded by the division consistently meet all contractual obligations.
• Identifies, addresses and escalates potential risks, issues or discrepancies in a timely and collaborative manner.
• Facilitates corrective action escalation process to bring service providers into compliance.
• Facilitates effective communication and collaboration between internal teams, service providers, and external stakeholders to ensure seamless contract execution and issue resolution.
• Oversees contract-related communications with service providers.

Additional Duties and Responsibilities

• Ensures all contract-related correspondence aligns with Halton’s visual identity and communication standards.
• Responds promptly and professionally to inquiries, ensuring clarity and accuracy in communication.
• Prepares reports or summaries on contract status and decision-making.
• Provides updates on monitoring activities and contract compliance to ensure transparency and alignment with organizational goals.
• Ensures the accuracy, completeness, and consistency of all contract data and related documentation.
• Implements verification processes to catch discrepancies early and maintain data integrity.
• Conducts regular reviews to ensure ongoing compliance with contractual obligations. 
• Perform other related duties as assigned.

Skills & Qualifications

• Post-secondary education in Social Services, Business Administration, or a related field.
• Minimum of (4) four years contract management or related experience preferably in a public sector setting.
• Proficiency in Microsoft Office Suite, including Excel, Adobe Acrobat, DocuSign, and Microsoft 365.
• Familiarity with Ontario Child Care Management System (OCCMS) and the Child Care Licensing System (CCLS) is preferred.
• Strong understanding of child care and early learning governing legislation and guidelines
• Excellent organizational skills, attention to detail, time management, and communication abilities.
• Project experience including planning and scheduling, process mapping, report writing and presentation skills to support internal projects and teams.
• Demonstrated ability to collaborate effectively with internal and external stakeholders and effectively use problem solving, negotiation and conflict resolution techniques.
• Strong customer service orientation, ensuring responsiveness to both internal and external requests and acting in accordance with Regional customer service standards and expectations.
• Ability to handle sensitive information with professionalism, discretion and confidentiality.
• Displays a strong dedication to fostering diversity, equity, and inclusion by consistently seeking personal growth, leading by example with inclusive actions, and taking proactive steps to counter bias.
• Critical/innovative thinking, and self-directed.
• Demonstrated ability to communicate clearly (oral and written).

Working/ Employment Conditions

Working Conditions

• Travel will be required between locations within Halton Region. Incumbent must supply their own transportation.
• This position has a hybrid work arrangement – with in-office (at the Halton Regional Centre 1151 Bronte Road) and at-home capabilities. Attendance at community meetings during and after regular work hours will also be required.

Employment Conditions 

• Current (obtained within the past six (6) months), Original and acceptable Criminal Records Check, by the first day of employment.