New

Contracts Documentation Specialist

Spectraforce Technologies
United States, Illinois, North Chicago
Aug 13, 2025
Position Title: Contracts Documentation Specialist Work Location: North Chicago, IL 60064 Assignment Duration: One year with possible extensions Work Schedule: Monday-Friday, 8:00 AM-5:00 PM Work Arrangement: Hybrid Onsite Schedule (Remote on Monday and Friday; onsite Tuesday-Thursday) Position Summary: * Responsible for maintaining essential contract documents/data in the contract database to be in compliance with corporate policies. Background & Context: * Team of 15 manages the clinical payment process for all clinical trial vendors and sites. Role is vendor-focused, managing invoice issues for sites and vendors. Conducts financial reconciliation when studies close to ensure all payments are processed and POs are closed. Qualification & Experience: * High School diploma or equivalent with 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. * Demonstrated ability to manage projects to completion within deadlines. Demonstrates analytical and critical thinking skills. * Operates independently and with minimal oversight. * Strong understanding of the overall Global Clinical Study process is preferred; knowledge of a clinical study protocol and ability to translate it into contractual payment terms. * Must be proficient in Microsoft Office and able to learn new software/technology quickly; knowledge of SAP, RAVE Electronic Data Capture, MIDAS, Quantum, Qlik, COMPASS preferred. * Must have attention to detail and the ability to recognize and work with manager to resolve computational and contractual errors. * Well-developed communication skills and effective interaction with professionals, external sites, and vendors. Key Responsibilities: * 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. * 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. * 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.