Contract Administrator II
JOB SUMMARY
Manages contract proposal preparation, contract and supplier negotiation including terms and conditions, administration of major contracts, supplier management and collaboration with internal departments. Manages the contract database and all associated files, including renewals in conformance with appropriate standards, policies, procedures, and applications. Maintains official contract/correspondence files. Monitors Department performance for conformance to original proposals. Generates contract/change review documentation. Acts as advisor regarding customer specifications and government regulations. Maintains strong working relationships across the Department to ensure that contracts and related projects are efficient and effective. Performs other duties of a similar nature as maybe required.
ESSENTIAL FUNCTIONS
− Contract Bid Process Responsibilities
- Represents the District in negotiating contracts, including pricing and terms and formulating policies with suppliers and vendors.
- Generates requests for qualifications and Requests for Proposals for related professional services.
- Interfaces with the Sewer District departments as necessary to facilitate contract and/or proposal processing and to obtain required approvals etc.
- Organizes, conducts, and participates in both formal and informal management reviews of proposal drafts. Reviews contract documentation with proper personnel to ensure that it meets the operation needs of all stakeholders in the project.
- Prepares bids, process specifications, progress reports and other information as required. Compiles data for preparing estimates during the contract process.
- Facilitates the communication process during the review states of the proposal document. Attends progress, pre-bid and pre-construction meetings.
- Manages contract renewal review process to ensure no gaps in coverage.
- Provides assistance in the procurement for high-level and/or high-risk projects.
− Contract Administration
- Performs primary contract administration duties for major contracts including negotiation, correspondence, documentation, certification, financial reporting and product delivery for major contracts. Writes specifications for repairs and upgrades, with input from the appropriate personnel.
- Develops, implements and maintains contract management instruction policies, procedures and work instructions. Maintains pricing and contract templates.
- Maintains accurate contract and/or proposal tracking records and files in accordance with Sewer District standards, to include record retention and storage.
- Manages contract database entries, keeping current with new contracts that are processed and/or executed.
- Reviews invoices, statements, work orders and contractor billings to monitor compliance for approval. Reviews modifications, extensions and contract closeout documents for approval. Actively participates to resolve supplier/contractor grievances, claims, etc.
− Contract Oversite Responsibilities
- Assist with procurement of outside contractors, including the developing consultant short lists and Request for Proposals (RFP), review of the contractor proposals and recommending award of consultant contracts.
- Monitors contractor/supplier performance. Coordinates with the appropriate supervisors and/or any relevant municipalities to ensure work conforms to contract requirements and specifications during the contract and prior to payment and closure. Documents and non-conformance; makes recommendations for improvement.
- Participates in and provides support for initiatives such as supplier enablement, contract management, project management, problem resolution and customer support.
- Analyzes market and delivery system to assess process and cost improvement opportunities. Tracks and analyzes contractor performance and compliance.
− Performs other duties of a similar nature as they may be required.
MINIMUM JOB REQUIREMENTS
EDUCATION
Candidate must possess a bachelor’s degree, preferably in business administration or related field.
EXPERIENCE
Candidate must possess three (3) years of responsible contract administration experience in an engineering, maintenance, or utility environment, including best practices, vendor selection, contract negotiation, resource allocation, record keeping, reading blueprints and diagrams, contract development, contract standards, renewals and contract language.
Pay Range: USD, Commensurate with Experience
$53,886 - $67,358