Contract Coordinator (Procurement and Contracts) - Purchasing

Purpose

The City of Savannah Purchasing Division is currently seeking a highly qualified, organized Contract Coordinator who is a self-started, with a strong customer-service focus, to join our team. This position is responsible for analyzing contract documents to monitor and enforce compliance with City standards for all service centers and manages the contracts for, but not limited to Water/Sewer Department, Streets Department, Traffic and Engineering, Greenscapes, Real Estate Services and Capital Projects, and the Solid Waste Department.

The City of Savannah, Georgia is a charming Southern escape with historic architecture set under a veil of Spanish moss. Savannah's Historic District, one of the largest historic landmarks in the country, is designated a National Historic Landmark. Savannah's beauty is rivaled only by the city's reputation for hospitality. Savannah is one of the country's most popular vacation spots. In 2019, Forbes named the City Savannah as the top local government and the best employers in the State of Georgia.

Essential Job Functions

• Monitor contracts by reviewing payrolls; conducting interviews; enforcing contractual compliance; investigating non-compliance; and ensuring wage restitution is paid; providing training; type correspondences; maintaining project files.
• Prepares and issues administrative material and executed contracts; ensures invoices are processed and proper documentation is submitted.
• Coordinates with City staff to establish capital improvement projects (CIP); makes recommendations regarding budget overrun; ensures budget adjustments are made; compiles reports; tracks costs and adjustments; ensures compliance with the budget; prepares and issues requisitions and purchase orders.
• Coordinates, prepares, and processes procurement documents; obtains bid numbers and wage decisions; follows projects through the life of a contract from the procurement process to contract closeout.
• Provides information necessary for the establishment of new CIP projects and makes required budget adjustments.
• Compiles monthly, quarterly, and annual reports for capital improvement projects.
• Ensures contract compliance regarding payment and performance bonds for construction contracts; provides status inquires to the census bureau updating the construction progress reporting survey monthly for project.
• Processes, approves, and reviews payment request for accuracy; verifies required documentation; approves and processes all other project payments.
• Reviews certified payrolls weekly for each project, conducts on-site employee interviews to ensure compliance; investigates non-compliance and ensures wage restitution is paid.
• Performs other related duties as assigned.

Minimum Qualifications

Bachelor's Degree in Accounting, Finance, Business or Public Administration, or a related field supplemented by two (2) years of professional budgeting, contracts, accounting or financial management experience; or possession of any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities.

Additional Information

Knowledge, Skills & Abilities

• Knowledge of city purchasing and contracting procedures.
• Knowledge of generally accepted accounting principles.
• Knowledge of modern office practices and procedures.
• Knowledge of computers and other modern office equipment.
• Skill in developing short- and long-range plans.
• Skill in establishing priorities and organizing work.
• Skill in the operation of computers and other modern office equipment.
• Skill in public and interpersonal relations.
• Skill in oral and written communication.

Minimum Standards

SUPERVISORY CONTROLS: Work is performed under the limited supervision of the Director. The supervisor spot-checks completed work for compliance with procedures and the nature and propriety of the final results.

GUIDELINES: Guidelines include the Capital Improvements Project Procedure Manual and the Capital Improvement Project Budget Report. These guidelines require judgment, selection, and interpretation in application.

COMPLEXITY: The work consists of varied contract analysis and enforcement duties. Requires the application of a variety of procedures, policies and/or precedents, and moderate analytic ability in adapting standard methods to fit facts and conditions. Strict regulations contribute to the complexity of the position.

SCOPE AND EFFECT: The purpose of this position is to ensure that contracts conform with city specifications and state and federal requirements. Daily actions or services affect individual clients/citizens; activity has a moderate impact on specific cases in the service area. Successful performance in this position ensures compliance with city requirements.

PERSONAL CONTACTS: Outside and inside contacts to carry out organization programs or occasional contacts with officials at higher levels on matters requiring cooperation, explanation, and persuasion, or work requiring enforcement of laws, ordinances, policies, and procedures. Contacts are typically with co-workers, other city personnel, contractors, and the general public.

PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, provide services, resolve problems, justify decisions, and negotiate and settle matters.

PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching, or stooping. The employee occasionally lifts light objects. This is sedentary work requiring the exertion of up to 10 pounds of force occasionally.

WORK ENVIRONMENT: The work is typically performed in an office setting. Absence of disagreeable conditions.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.