Contract Administrator

General Statement of Job

Responsible for overseeing the contractual aspects of public works operations and projects as they flow between the Purchasing, Legal, Accounting, Risk Management, and End-User Departments in order to ensure compliance with the policies that govern the Purchasing Department and the City of Boca Raton. This includes preparing, reviewing, and managing contracts related to the purchase or sale of goods and services, such as equipment, materials, supplies, or products. Additionally, this involves drafting, reviewing, and managing contracts related to the construction, maintenance, and repair of public infrastructure, such as roads, bridges, parks, and utilities.

Responsible for inspecting and monitoring contractors to ensure compliance with City contracts and performance. Ensure compliance with contract terms, resolve disputes, and monitor project progress to ensure timely and cost-effective completion. Responsible for reviewing and evaluating compliance issues/concerns and enforcing Purchasing Policies and Procedures. Employee has direct contact with suppliers/vendors during the contract review and negotiation process. This role requires a strong understanding of municipal contracts and negotiation skills to effectively manage contractual relationships.

Essential Functions

• Preparation and revision of contracts, agreements, and work orders that involve the purchase of sale of goods and services
• Proposal planning and administration of contracts, agreements, and work orders
• Track funding authorizations and correspondence
• Maintain and organize detailed filing system
• Monitor contractor performance, including the reporting and status of contractor deliverables
• Prepare contract documents, alterations, modifications, changes, Notices of Award, Notices to Proceed
• Compile documents relating to project bidding process
• Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, alterations, amendments, clarifications, and payments
• Schedule and facilitate contractor meetings
• Conduct site visits and monitor departmental contractor performance
• Review specifications for Bids, Requests for Quotes, Requests for Proposal; research tasks to be performed
• Coordinate with other departments to ensure timely and accurate contract administration and problem resolution
• Contact vendors regarding job completion, coordinate invoicing with finance, purchasing, and vendors
• Investigate and resolve complaints from City staff regarding vendor performance
• Duties as assigned regarding Department contract administration
• Complete vendor performance reports
• Assist Municipal Services staff with budget development and monitoring
• Monitor Capital Improvement Project requests
• Assist in the development of projects and contract specifications
• Perform analysis of contracts; prepare statistical reports, project reports and related data
• Provide professional level staff assistance to an administrative superior, division or department head in specially assigned areas of operation; assists and advises on matters pertaining to contracts assigned
• Review, interpret and analyze contract terms and conditions and other contract documents

Related tasks:

• Monitor equipment and supplies being used by contractors
• Maintain related specification manuals and close-out documents
• Assesses and orders supplies/materials as needed
• Implement standard forms for daily operations
• Update computer databases as required
• Assist in planning, coordinating, and directing the work of subordinates as required by work assignment
• Write and process work requests and job orders
• Prepare requisitions for supplies and services

Knowledge, Skills and Abilities

Knowledge of:

• Bookkeeping terminology, methods, procedures, and equipment
• Standard office procedures, practices and equipment
• Accounting principles and related data processing equipment
• Low and high value asset and supply procurement and division budget interpretation
• Purchasing card reconciliation procedures

Skilled in:

• Microsoft Office Suite products to include Word, Excel, PowerPoint, and Outlook, at a moderate level of proficiency.
• Write professional and effective letters, memos, emails, reports, contracts, and bid or proposal documents

Ability to:

• Establish and maintain effective working relationships with City employees, vendors, and associates
• Understand and follow oral and written directions
• Establish and follow detailed work procedures
• Learn and utilize specialty software such as Oracle, Naviline, PS Tracks and more
• Read and interpret documentation relating to project bidding processes

Minimum and Preferred Qualifications

• Associate’s degree from an accredited college or university with major coursework in Business Administration, Project Management, Public Administration, or a related field.
• Two (2) years of progressively responsible experience in contract administration, contract management, or procurement within a public works, engineering, construction, or municipal services environment.
• Valid State of Florida Class "E" driver's license

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• FDLE/CJIS Criminal History Record Check
• Employment Verification
• Motor Vehicle Report (MVR)

The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.