Contracts Administrator

Job Description

**Salary can be commensurate with qualifications and experience**

Veterans' Preference Applies

EEO Statement The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services.

Non-Smoking

The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.

This is an administrative position of moderate level of complexity requiring strong organizational skills necessary to prepare, coordinate, implement, oversee and monitor a wide variety of procurement contracts and agreements, professional and technical services agreements, memorandum of understanding and similar documents ranging from routine to difficult and complex for the City of Delray Beach.  This work involves modifying and monitoring contract processing procedures and activities, reviewing contract requests and proposals, and serving as a liaison between the Purchasing Division and other departments, and contract providers during the contract approval process.  Work is performed under the general supervision of the Purchasing Manager.

Essential Job Duties

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. The specific duties of this position are subject to internal control restrictions which will prevent one individual from doing all tasks of this classification.

• Prepare, coordinate, implement, oversee and monitor a wide variety of procurement contracts and agreements, professional and technical services agreements, memorandums of understanding and similar documents ranging from routine to difficult and complex.
• Ensure contracts performance are in accordance with the terms and conditions of the contracts and agreements including providing proof of licenses, registrations, certificates, bonds, insurances and other financial assurances and guarantees.
• Conduct on-going inter and intra-departmental assessments of the contract process to determine to facilitate enhancements to contract terms and conditions based on business needs.
• Exercise high level of expertise and independent judgment in making sure contracts comply with appropriate laws, mandates, priorities, objectives, guidelines, regulations and City policies and ordinances.
• Review contract requests for completeness and accuracy and analyze and interpret contractual terms and conditions.
• Set up, maintain, and manage files for compliance monitoring purposes.
• Analyze data and prepare comprehensive reports with recommendations as required.
• Coordinate with City Clerk’s office to ensure timely filing and archiving of executed documents, such as contracts/agreements, bonds, insurances and other financial assurances and guarantees.
• Develop contract agreement and bid document templates to standardize contract terms and provisions.
• Develop administrative, operational, and contract procedure manuals.
• Coordinate and conduct training workshops for staff.
• Develop contract monitoring process and contract monitoring metrics.
• Conduct research, compile and analyze data, and identify trends and generate reports.
• Oversee and conduct on-site visits to contractors’ facilities to examine billings, fiscal and other data, to verify compliance with contract terms and conditions.
• Create and deliver presentations to management.
• Track progress of contracts, administer contracts, and prepare reports to follow up with vendors and service providers to make sure required contract documents are submitted in a timely manner.
• Work collaboratively with internal clients to plan and anticipate contract timeline milestones and deliverable.
• Work closely with the Risk Management division in establishing the level of insurance vendors and service providers require.
• Perform all functions and responsibilities according to the City’s code of ethics. 

Minimum Qualifications

• Bachelor's Degree (BA) from an accredited college or university with major study in Business Administration, Public Administration, Finance, Business Law, or a closely related field.  
• Master’s degree in a closely related field is desirable.  
• Minimum of three (3) years’ experience in contract administration, business administration, procurement or purchasing of goods and services or administration contracts, preferably in local government agency are required.

Ability to prepare written and oral reports and presentations.  Strong proficiency with PC's, word processing and spreadsheet applications.  Ability to manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training, and experience.  Ability to communicate effectively in oral and written form.  Ability to adapt to an evolving and continually improving environment.   Demonstrate ability to utilize personal computer and office software such as MS Word, MS Excel and electronic mail.

The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization’s mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer’s specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.

A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.

Supplemental Information

Physical Demands/Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms.  The employee is occasionally required to walk, kneel, bend, stoop and stand.   The employee must occasionally lift and/or move up to 15 lbs.  Specific vision abilities required by this job include close vision and the ability to adjust focus.  Ability to sit at a desk and view a display screen for extended periods.  Work inside in an office environment.

SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and the requirements of the job may change.