Contracts Administrator

Description

NATURE OF WORK This is highly responsible professional and technical work providing contract administration support for a centralized purchasing operation for a large municipality.

An employee in this class is responsible for reviewing, developing, managing, administering and monitoring public procurement documents resulting in formal, legally-binding contractual agreements.

Duties include the technical review of contracts provided to the City and formation of contracts issued by the City. Incumbent provides timely technical expertise, analysis and recommendations concerning contract language and specifications to prevent risks, mitigate issues and comply with State law.

Work requires exercising independent judgment in the monitoring and managing of various vendor contracts and resolving problems and issues relative to contracts.

The employee communicates both orally and in writing with vendors, contractors, city departments and other governmental agencies and serves as the liaison between all parties.

The employee frequently interacts with the City attorneys to ensure that contracts are legally sufficient and contain appropriate and accurate language.

The employee is under the general supervision of the Procurement Manager and work is reviewed while in progress through observation, meetings, reports submitted and results obtained in order to ensure conformance with established goals, policies and procedures.

Examples of Duties

ESSENTIAL JOB FUNCTIONS

• Maintain a computerized contract database and comprehensive list of all assigned contractual agreements.
• Notifies contract holder of forthcoming contract expiration, past due obligations and required document responses; monitors project progress, reviews and recommends approval or withholding of interim and final payment.
• Develop, maintain and administratively monitors procurement agreements.
• Review and monitor compliance of annual contract requirements, request vendors to provide documentation to verify contract compliance.
• Monitors departmental contract performance; notifies parties of any contract issues.
• Coordinates with Procurement Manager and the City’s legal staff to implement, review and administer special contractual conditions for protection of the city;

coordinates with applicable agencies for technical assistance on projects as required; coordinates with state, county and federal offices on applicable contractual obligations.

• Identify areas where there are no existing contracts and facilitate implementation of such contracts; initiate amendments to contracts.
• Analyze requests for extensions or amendments to existing contracts and make recommendations of approval or alternative solutions to management.
• Enter contracts into the City’s Enterprise Resource Planning (ERP) system and renew them in accordance with Federal, State, County and City rules and regulations.
• Maintain files, including contract documents.
• Write professional correspondence related to contracts. Participate in negotiations and document term of agreements.
• Drafts City Commission Agenda items for consideration by the City Commission.
• Perform related work as required.

Requirements

EDUCATION

• Graduation from an accredited college or university with a Bachelor’s Degree with major course work in Accounting, Finance, Business or Public Administration or related field.
• PROOF OF THE HIGHEST LEVEL OF COMPLETED EDUCATION MUST BE SUBMITTED AS AN ATTACHMENT WITH APPLICATION . (Applications without attached proof of education will not be processed for consideration.)

EXPERIENCE TRAINING

• Extensive progressively responsible experience (5-8 years) in contract administration or negotiation required.
• Certified Professional Contract Manager (CPCM) or Certified Professional Public Buyer (CPPB) certification is preferred.
• Proficiency with Microsoft Word and Excel required.
• Experience with Tyler Munis, highly preferred.

PHYSICAL REQUIREMENTS

• Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact
• Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, word processor, calculator, copier, and fax machine
• No significant standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, handling, sitting, standing, pushing, and pulling is required.
• Ability to perform minimal lifting, not to exceed 10 pounds of force, which may be required on a limited basis.

Supplemental Information

KNOWLEDGE, SKILLS ABILITIES

• Extensive knowledge of the principles and practices of public / governmental contract administration and management.
• Extensive knowledge of federal, State and local laws pertaining to purchasing, contracts and contract compliance.
• Extensive knowledge of legal terminology and contractual language.
• Considerable knowledge of the functions, organization and administration of governmental organizations.
• Considerable knowledge of large-scale purchasing methods and procedures in a wide variety of commodities and services including professional service contracts under Florida’s Consultants’ Competitive Negotiation Act (CCNA).
• Considerable knowledge of government sunshine and public records regulations.
• Ability to read and interpret contract language, including language referencing State Statutes.
• Ability to draft a contract on behalf of the City for consideration by a vendor.
• Ability to interpret and process issues of a more complex, less clearly defined nature.
• Ability to monitor and administer regulatory material pertaining to contracts.
• Ability to analyze, solve problems, render advice and assistance on contractual matters.
• Ability to conduct investigations to determine contract compliance.
• Ability to adhere to tight deadlines.
• Ability to handle multiple projects simultaneously.
• Ability to negotiate effectively with both internal and external customers.
• Ability to present ideas and findings clearly and concisely, orally and in writing.
• Ability to establish and maintain effective working relationships with City staff, contract vendors and the general public.
• Ability to communicate persuasively and effectively.
• Ability to exercise independent judgement in interpreting City and departmental Policies, Rules and Regulations.
• Knowledge of computers and computerized purchasing systems.
• Ability to utilize a wide variety of specialized software, as needed.
• Ability to conduct in-person training for City employees on an as needed basis.
6 days ago