Contract Administrator, Senior

Responsibilities

At the City of Atlanta, we are passionate about building and improving our community. Our police officers, firefighters and building inspectors keep our citizens safe.

Our Public Works staff keeps our City clean. Our Atlanta Department of Transportation team helps maintain, build and improve our City's infrastructure.

Our City planners help envision and shape future City growth. Our Parks & Recreation professionals enhance our quality of life.

Our engineers help keep our drinking water clean, the largest airport in the world (by passenger volume) operating and our buildings maintained.

Along with the host of Finance, Procurement, and Human Resources professionals whose support is vital, we are the City of Atlanta! If you are seeking a meaningful role where you can make a real difference improving and growing our City, we welcome you to explore the job opportunities we have to offer.

Posting Expires : 7 / 5 / 2024

Salary : Commensurate with experience

General Description and Classification Standards :

Procures the right services from the right vendor in a timely manner at the lowest cost and best value in the best interest of the City.

Manages the administration of ongoing contracts to assure services meet contract requirements. Contracts are highly complex in nature and have a high economic impact on the City.

This is a fully seasoned managerial level charged with responsibility for significant specialized functions within a department.

Position manages a larger group of employees, possibly with intermediate supervisors, or a smaller group of specialized professional employees.

Areas of responsibility are typically unique within the department. Position differs from the Contract Administrator level in the size, impact, or technical complexity of the activities managed.

Supervision Received

Direction received is general and focuses more on long-term and short-term operating objectives, managerial effectiveness, and operating results.

This level would be considered "middle" management.

Essential Duties & Responsibilities :

These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned.

• Manages the activities of complex existing contracts to assure they are completed on time, efficiently and meet the specific organizational quality measurements desired.
• Organizes team meetings with contractors to ensure goals are being met.
• Develops detailed corrective action processes when deficiencies are found.
• Reviews and approves monthly invoices from contractors for work completed.
• Plans, directs, and organizes inspections to assure contractors meet the specified organizational measurements.
• Prepares and organizes steering committee meeting agendas for review of contractor's performance.
• Provides excellent service by responding to customers' requests within one business day; responds to all bidders' queries and provides notice of project changes and final notice of project award.
• Monitors and attends functional committee meetings during legislative cycle and provides feedback and information on project specific legislation.
• Reviews technical specifications prepared by User Agency.
• Drafts Request for Proposals (RFP) and Invitations to Bid (ITBs) for all assigned projects.
• Schedules and attends project team meetings and provides procurement advisory and follow-up information to User Agency personnel.
• Develops performance criteria for evaluation of proposals.
• Schedules and facilitates pre-bid / proposal conferences.
• Coordinates evaluation team meeting. Provides notice of cancellation.
• Communicates any changes in policy, procurement methods, standards, and regulations to Contracting Officers, department managers and administrative staff.
• Conducts bi-monthly in-house procurement training sessions with Contracting Officers.
• Assists in resolving problems and issues on a day-to-day basis.

Decision Making

Ensures contracts are followed and any errors or problems corrected. Conducts quality control / quality assurance analysis on RFPs and ITBs that may have been challenged by an unsuccessful bidder.

Leadership Provided

Position has managerial authority over a group of professional employees and / or a group of professional, technical, or administrative employees engaged in a broad functional area.

Areas of responsibility are typically unique within the department.

Knowledge, Skills & Abilities :

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

Extensive knowledge of concepts, processes, and tools of profession; knowledge of relationship of professional disciplines among related organizations and functions.

Leadership and motivational skills. Extensive knowledge of more complex contracts and how they are applied.

Skill in identifying operating issues and developing solutions. Effective business communication / presentation skills.

Strong negotiation skills.

Ability to communicate to all levels of management from front line employees to the senior level. High level of knowledge of the procurement processes, the City's Code of Ordinances, and the basic law of contracts.

Ability to plan and carry out virtually all typical assignments within professional area; ability to train others; ability to build effective relationships within the organization.

Qualifications

Minimum Qualifications - Education and Experience

• Bachelor's degree (BA, BS, etc.) in Procurement, Accounting, Business Administration, or related fields
• 8 to 10 years of related experience, or any equivalent combination of education, training and experience which provides the requisite knowledge, skills, and abilities for this job.

Preferred Education & Experience

Master's degree in Procurement, Accounting, Business Administration, or related fields plus and 10 to 12 years of experience.

Licensures and Certifications

No license or certificate required; however National Institute of Governmental Purchasing (NIGP) courses / certification is helpful.

Essential Capabilities and Work Environment :

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.