Contract Specialist

Description


City of Franklin

Starting Pay: $33.40 - $36.35 Hourly

Please click the link below for Benefits Information:

I. Purpose of Job

The Contracts Specialist is responsible for a wide variety of contracting duties, including managing and monitoring contracts across all departments; in conjunction with departments, preparing bidding documents and conducting bidding processes; working with the Law Department to ensure the document is complete, and insurance and bonding requirements are met prior to contract execution; preparing reports; recording documents; maintaining the contract log and filing system; and working with project managers to administer active contracts. This position is responsible for the tracking of grants, accounting and processing invoices including all reimbursements through project closeout.


II. Essential Job Duties

A. Financial analysis, processing, and reporting

• Facilitate procurement for capital investment projects and professional and general services: RFQ, RFP, and invitation to bid processes; scheduling; noticing; assembling bid documents; pre-bid meetings and bid openings; and preparation of contracts.
• Work with the Law Department to ensure the document is complete; and internal processes and records are maintained.
• In collaboration with project managers, administer active construction contracts and utility agreements to identify, calendar, notify, and ensure completion and compliance with all deliverables. Track the status of state and federal grants.
• Track and process development offset agreements, such as Road Impact and Parkland fees, through collaboration with multiple departments to ensure accuracy and timeliness.
• Ensure that the final documents are filed and archived pursuant to the management policies and procedures, ensure revisions to the documents are updated.
• Evaluate records for retention in compliance with BOMA-approved policies.
• Maintain the citywide contract tracking system to aid in tracking expirations and renewals.
• Establish a reminder system for renewals and expirations
• In conjunction with the Sr. Accounts Payable Specialist, review contract payment requests, verify coding, and notify the departments if a discrepancy is noticed or recommended by an analyst.
• Review outstanding contracts for gaps or missing payments.
• Updated summary sheet for contract amendments and change orders.
• Aid in creating and maintaining retainage agreements, payments, and releases with the project manager.
• Analyze expenses coded to Capital Asset accounting codes after every AP cycle to verify the coding is accurate.
• Update and review the Capital Asset list monthly to verify that only items that are capital assets (design, construction, and construction admin) are listed.
• Annually prepare the Capital Asset report for Auditors, calculate depreciation for both Water & Sewer and Governmental. Work with the Lead Financial Analyst to process the Water & Sewer depreciation entry in the accounting software and update the Governmental depreciation amounts in the ACFR.
• Perform a variety of accounting and financial tasks, which may include posting financial data, balancing accounts, reconciling bank statements, and maintaining financial ledgers, as assigned.
• Prepares or completes various forms, correspondence, reports, checks, tax forms, contract files, and other documents.
• Generates computerized and/or manual reports; balances reports, submits reports to appropriate individuals or agencies, and forwards retained reports as appropriate and as assigned. Analyzes results for variances and recommends solutions for correcting.
• Receive cross-training on Accounts Payable to assist as a backup processor.
• Functions as the primary liaison between the Finance Department and Engineering for all accounting issues related to capital projects.

B. Accounts Payable

• Notifies departments of missing information with regard to accounts payable documentation requirements.
• Processes all accounts payable adjustments and modifications.
• Ensures all payments follow the City's terms for payment and makes payments in a timely manner from the point they are turned in for processing.
• Reviews department coding of invoices as a second review to make certain a code is appropriate.
• Prepares check runs and ACH transactions per the posted AP schedule.
• Manages compliance with the City's purchasing policy with regard to accounts payable and ensures all internal controls are being adhered to with regard to any process directly involved in AP or alerts management to any issues with compliance or internal control violations in any area of the city.

C. Contract Administration

• Reviews contract payment requests; confirms the contract is fully executed and that all figures on the payment request are a match to the approved contract.
• Verifies the coding on the contract summary sheet is in line with the coding on the payment request. Notifies the departments if a discrepancy is noticed or recommended by an analyst.
• Reviews outstanding contracts upon request from management; special attention to contracts that have gaps or missing payments.
• Verify executed contract amendments and change orders; updates summary sheet with the information.
• Responsible for creating retainage payment invoices for contracts over $500,000 as dictated by the contract and established retainage agreements obtained by the project managers.
• Responsible for sending payments to the retainage account established by the vendor and assists in the retainage release documentation; submits final request to the holding bank.
• Performs a variety of accounting tasks, including writing up general ledger journal entry requests.
• Ensures payments of "payment ready" contract invoices are made in a timely manner.
• Works closely with other departments to correct any outstanding issues delaying payment.
• Reviews and maintains log of required professional and trade licenses and ensures contract is within scope and limits of licensed trade and practice areas.
• Monitors contracts for proposed utilization of subcontractors and ensures appropriate contract terms and conditions are applied as necessary to subcontractors.
• Assists departments in preparing justification for non-competitive or sole source contracts to Purchasing Manager for consideration as necessary.
• Maintains log of advance payments made against a contract's maximum liability.
• Ensures contractor's Certificate of Insurance is current and maintained in the risk management system.

D. Capital Assets

• Analyzes expenses coded to Capital Asset accounting codes after every AP cycle to verify the coding is accurate.
• Prepare journal entry for expenses that need to be moved from the 89xxx's to another expense code, and review entry with the Financial Manager.
• Process needed entry if period is still open. If the period is closed, have the manager process the entry.
• Update and review the Capital Asset list monthly. Verify only items that are a capital asset (design, construction, and construction admin) are listed as a capital asset.
• Quarterly, update the charts for Quarterly Reports to reflect Capital Asset projects and associated expenses. Also, update the integration file used to update the Capital Asset module in the accounting software.
• Annually, prepare the Capital Asset report for Auditors, calculate depreciation for both Water & Sewer and Governmental. Process the Water & Sewer depreciation entry in the accounting software. Update the Governmental deprecation amounts in the ACFR.
• These duties will be performed as the main point of contact or as backup.

E. Knowledge of:

• Formal and informal competitive bidding principles and processes and legal requirements.
• Appropriate use of non-competitive and sole source contracts.
• Best public agency practices to procure goods, services, and public works construction.
• Use and evaluation of insurance certificates.
• Records management principles and procedures and maintenance of files and file systems.
• Basic principles of governmental finance.

F. Ability and Skill in:

• Managing contracts, including tracking documents through the contracting lifecycle, contract compliance items, and keeping organized records.
• Organizing and successfully completing a variety of contract-related responsibilities for complex and visible public projects.
• Preparing detailed, complete, and timely reports and related documentation.
• Demonstrating excellent verbal and written English language skills; communicating effectively and establishing working relationships with City staff and Board members, appointed commissioners, the public, other government agencies, businesses, consultants, contractors, and developers.
• Applying logical and team-based problem-solving techniques that build collaboration and ensure efficient use of resources.
• Anticipating questions, issues, and concerns and acting as an effective troubleshooter.
• Administering records management protocols; applying records retention policies.
• Working independently with general guidance from the supervisor.
• Maintaining poise while dealing with people in difficult situations; exercising tact and diplomacy; interacting in a professional and courteous manner at all times.
• Maintaining confidentiality of all matters.
• Strong attention to detail and communication.

G. Internal Controls

• Responsible for following AP Internal Controls, including backup preparer, reviewer, and recorder purposes.
• Responsible for Budget Compliance by reviewing single-line disbursements and automatic withdrawals at or over $50,000 to ensure requests have required documentation (contract or purchase order) and disbursements and automatic withdrawals totaling at or over $25,000 have required documentation (requisition, contract, or purchase order); thereby having been reviewed against the budget by the issuer.
• Responsible for assisting with Grant Compliance by providing payment information to the grant administrator regarding completed payments involving grants as requested.
• Responsible for answering Accounts Payable audit inquiries.
• Complies with the 60-day deadline for closing the financial period and completion of financial statements as they relate to the Accounts Payable process, as required by the State.

III. Key Competencies Required

• Job Content Knowledge:

Has thorough knowledge of the policies, procedures, and activities of the City and accounting practices as they pertain to the performance of duties relating to the position of Contracts Administrator. Is very knowledgeable of accounting practices as necessary in the completion of daily responsibilities. Is capable of reading and using ledgers, bank statements, billing invoices, and insurance forms. Is familiar with bidding procedures. Must be able to perform word processing and data entry functions. Is knowledgeable of personnel rules and regulations and principles of supervision. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Is knowledgeable and proficient with computers.

• Language Skills:

Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.

• Mathematical Skills:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

• Reasoning Ability:

Ability to define complex problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

• Teamwork:

Develops constructive and cooperative working relationships with others. Encourages others to express their ideas and opinions. Provides input into identifying and solving problems. Anticipates the needs of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate.


IV. Physical Demands and Work Environment

Physical Demands: Performance of the essential duties of this job requires the incumbent to:

• Must be able to remain in a stationary position 75% of the time.
• Occasionally move about inside the office/building to access file cabinets, office machinery, the public, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.
• Regularly positions self to maintain office area and items needed to complete daily tasks.
• Regularly communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Occasionally moves/transports up to 10 pounds.

V. Work Environment :

• The work environment is moderately noisy (examples: business office with computers and printers, light traffic).

Minimum Requirements


VI. Qualifications

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through obtaining an Associates degree and a minimum of three (3) years of Finance experience, or an equivalent combination of education and experience.