Contracts/Funds Administrator

Overview

The Contracts/ Funds Administrator (CFA) will manage the day-to-day responsibilities for executing, overseeing, and managing contractual agreements and financial transactions within the facilities division. This role requires a keen understating of legal and financial processes, as well as excellent organizational and communication skills. The primary responsibilities include managing contracts, ensuring compliance, handling financial transactions related to funds and budgets, and supporting Facilities Management with agenda item preparation.

Responsibilities

• Drafts, executes & monitors various contracts, including grounds maintenance, task orders, change orders, construction contracts and delivery orders

• Advertises and distributes RFQ’s and RFPs to potential vendors

• Reviews and monitors active contracts, ensuring that the contracts have clearly defined scope of work, schedules, indemnification provisions, and disclose provisions

• Prepares comprehensive agenda items for Facilities services for Council meetings, including providing funding details and background research for contracts and/ or service agreements

• Involves vigilant monitoring to ensure ongoing alignment with budgets and to address any deviations

• Prepares purchase requisitions and reviews invoices

• Coordinates and prepares task orders, scope of work, and project funding for contract work

• Provides contract cost information for budget purposes and oversees projects close-outs

• Monitors active contracts and warranties, ensuring contractor/ vendor compliance with financial and contractual obligations

• Schedules and follows up on inspections for contracts that require yearly inspections (ex. Elevators)

• Ensures inspection reports are received and saved in correct folders

• Prepares audit documents and consistently monitors Certificates of Insurance (COIs) for vendor renewal

• Ensures that all necessary documentation is organized for audits and stays vigilant about vendors maintaining current and compliant insurance coverage

• May be asked to perform other duties as assigned

Position Type and Typical Hours of Work

· Exempt – Full-Time-Monday-Friday-8:00am-5:00pm

· Must be available to work additional hours as needed

· Flexibility to work evenings, weekends, and holidays is a schedule requirement

· In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

Minimum Qualifications

· Bachelor's Degree (BA/ BS)

· Three (3) years of experience

Licenses and Certifications

Required

· A valid driver's license is required; successful out-of-state candidates must be able to obtain a valid Texas driver's license within 90 days of hire

Employment Testing

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal Background Check: Yes

· FBI Background Check: No

· Police Background Check: No

· Motor Vehicle Record Check: Yes

· Drug Screening: Yes

· Physical Exam: Yes

· Clearing House Query: No

Basis of Rating

A recruitment consultant will evaluate all applications against the posted qualifications. The city may also conduct additional skill assessment tests, in addition to the panel interview

Supplemental Information

• Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position with the City of Corpus Christi

The City of Corpus is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.