Services Program Manager

Job Overview

The Contract Services Program Manager provides leadership and oversight of the Contract Services Program within the Office of the Public Defender (OPD). Duties include supervision of program staff, development and oversight of contractor compliance with OPD practice standards, procedures, and policies, quality assurance of contractor services, and maintaining relationships with OPD contractors. The Manager is ultimately responsible for the efficient, effective, and timely completion of all Contract Services Program functions.

The job duties and responsibilities for this position include but are not limited to the following:

• Responsible for the acquisition and termination of contractors, work distribution, administrative oversight, and the development and process training of contractors providing OPD services.
• Recommend new and revise existing contracting standards, procedures, and policies for approval, including the development and implementation of contracts consistent with statute.
• Provides contract services oversight and enforcement to ensure contractor compliance with established OPD and State of Montana standards, procedures, and policies.
• Provide internal and external training as to contracting requirements and administrative best practices.
• Work with internal and external criminal justice stakeholders to ensure contracting objectives are met.
• Review and investigate suspected contract violations.
• Oversee and ensure completion of the review and approval of contractor case assignments, contractor billing, contractor expense pre‑authorizations, client complaints of contractors, Service Agreements, Memorandums of Understanding, new provider signups and renewals, help tickets, and all operations regarding contracted services management.
• Collaborate with the Central Services Division Administrator to continually improve the Contract Services Program and practices.
• Collaborate with agency leadership and other Department heads to increase the efficiency, effectiveness, and use of contracted services within OPD.
• Determine program goals in‑line with agency priorities and make detailed plans to accomplish these goals.
• Recruitment and maintenance of contractor relationships, including any necessary travel to do so.
• Receive, research, and respond to contractor inquiries and concerns in a timely manner, providing information, explaining policy and procedure, and/or facilitating a resolution.
• Effectively communicate program updates, changes, requirements, needs, and any other relevant information to internal and external stakeholders.
• Recommend reimbursement rates for contracted services to the Director.

• Responsible for hiring, firing, performance management, discipline, work distribution, and employee development within the Contract Services Program.
• Supervise the work of Contract Services Program employees by establishing clear performance expectations, accountability mechanisms, and feedback cycles to ensure quality processes and effective use of resources within the Contract Services Program.

Perform Other Duties as assigned.

This position works primarily in an office setting. Fluctuation of workload may require more than a 40‑hour work week and requires occasional exposure to stressful situations. Depending on location, travel to attend external and internal meetings around the state could be up to 10% of the time.

• Knowledge of the Public Defender arena, roles and duties of court‑appointed counsel, and general knowledge of business applications including contracting, procurement, human resource management, financial management, and budget processes.
• Knowledge of state, court, and agency policies, procedures, and practices regarding the appointment and assignment of counsel to represent the indigent.
• Strong organization, time management, and oral and written communication skills.
• Skilled use of standard office equipment, programs, and software.
• Ability to synthesize information across…