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Contract Documentation Specialist

Spectraforce Technologies
United States, Illinois, North Chicago
Aug 12, 2025
Position Title: Contract Documentation Specialist Work Location: Lake County, IL Assignment Duration: 12 Months (Possible Extension) Position Summary: Responsible for maintaining essential contract documents/data in the contract database to be in compliance with Corp. Purchasing, Finance, & OEC Compliance policies. Must be able to use critical thinking skills to work independently under minimal direction from management to evaluate, manage, & prioritize contract processing tasks from pre-negotiated contracts through completion. Background & Context: Requisition processing of vendor agreements and Clinical Study Agreements (CSA) into contracting database, including a solid understanding of any auditable documentation needed for payment processing. Recognize & resolve vendor management issues to maintain system integrity (e.g., wrong supplier chosen by requisitioner). Processing of monthly electronic data capture (EDC) invoices for CSAs operating in trials. Verification of patient activity performed for each agreement when processing invoices. Independently investigate and resolve clinical trial vendor or site payment disputes. Key Responsibilities: Work with Clinical teams, Clinical Analysts, appropriate departmental team members & resources, and functional areas to maintain the flow of Purchase Order Payment Requests using the designated invoice screening/tracker database, and systems. Maintain payments and historical entry in database to allow for accurate reporting. Interpretation of clinical contracts and payment terms is required. Responsible for compliance with applicable Corporate & Divisional Policies & procedures. Demonstrates operational knowledge of the applicable SOPs & practices required to effectively process clinical contracts. Responsible for the audit and financial reconciliation of clinical study trial vendor contracts utilizing various financial systems to summarize and consolidate payment history. Performs ongoing contract entry for all executed contracts. Primary interface with Clinical teams and other functional groups for payment-related activities. Assisting in the identification of payment discrepancies and propose resolutions and strategies to avoid them in the future. Coordinate payment timelines between Payment Specialists and other functional areas. Uses available databases and resources related to EDC database(s) in order to set-up payments in departmental database / system; May enter contract data into departmental database / system. Communicate status to management including proposing recommendations for issue resolution. Responsible for producing accurate and high-quality payments and reports in a timely manner. Investigate and resolve issues that arise independently or with minimal oversight. Coordinates clinical trial payments ensuring payments are properly processed within specified timelines including timely distribution of incoming invoices and tracking into appropriate databases. Provides guidance/information & answers to technical & non-technical questions regarding contracting process. Qualifications & Experience: High School diploma or equivalent with a minimum of 5 years relevant experience or an Associate's Degree with 2 years relevant experience or a Bachelor's Degree with a minimum of 1 year of relevant experience. Strong math, communication skills and experience with MS Excel and database entry necessary. Prefer experience in clinical research, Finance, Outsourcing, Accounts Payable, or equivalent. Strong knowledge of standard business procedures including contracting, finance, and budgeting. Exercise appropriate judgment when prioritizing work tasks; Demonstrated ability to successfully manage projects to completion consistent with stated turn-around times and / or deadlines. Demonstrates analytical and critical thinking skills. Operates independently and with minimal oversight. Strong understanding of the overall Global Clinical Study process is preferred; Demonstrates developing knowledge of a clinical study protocol and ability to translate it into contractual payment terms. Must be proficient in computer skills including Microsoft Office and have the ability to learn new software/technology quickly; knowledge of our organization systems and procedures (i.e. SAP, RAVE Electronic Data Capture, MIDAS, Quantum, Qlik, COMPASS etc.), including a thorough understanding of the payments process and systems is preferred. Must have attention to detail and the ability to recognize and work with manager to resolve computational and contractual errors in contracts and invoices. Well-developed communication skills and effective interaction with professionals, external sites, and vendors.