Management Analyst

Contracts Administrator

Under general direction, plans, coordinates, administers, and oversees the City's contracts, procurement agreements, and consultant service agreements; identifies and administers contract development and monitoring processes; provides technical and specialized assistance to management staff; ensures compliance with applicable federal, state, and local regulations; and performs related work as required.

Receives general direction from the assigned supervisory or management personnel. Exercises no direct supervision over staff.

This classification is responsible for coordinating the lifecycle of contracts, agreements, monitoring financial compliance, and ensuring contracts meet City purchasing and compliance requirements. Incumbents have responsibility for independently coordinating and implementing the program's goals and objectives. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver program services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

Plans, organizes, coordinates, and participates in the work of staff responsible for contract administration; identifies opportunities for improving internal processes and procedures; provides recommendations concerning process changes; reviews with appropriate management staff; implements improvements.

Drafts, reviews, and administers contracts and agreements, including but not limited to professional services, construction, maintenance, cooperative agreements, and amendments.

Manages procurement processes, including co-authoring the development of Requests for Proposal (RFP), Requests for Qualifications (RFQ), bids, and consultant selection procedures, ensuring adherence to applicable policies and regulations.

Monitors contract compliance, including insurance, licensing, prevailing wage requirements, and performance deliverables; maintains centralized contract tracking systems.

Monitors and maintains current knowledge of applicable State and Federal laws, regulations, codes, and administrative requirements governing public contracting and procurement; evaluates changes and advises staff regarding their impact on the City's contracting, purchasing, bidding, and procurement practices, policies, and procedures.

Coordinates financial and compliance activities, budget monitoring, and adherence to federal, state, and local requirements; supports audit processes.

Prepares staff reports, agenda materials, agreements, and presentations; develops policies and procedures and provides coordination, guidance, and customer service to internal and external stakeholders.

Maintains accurate records of services and activities.

Represents the City in meetings with members of other public and private organizations, community groups, and the public.

Attends and participates in professional group meetings; stays abreast of new trends and innovations in the fields of contract administration.

Observes and complies with all City and mandated safety rules, regulations, and protocols.

Performs related duties as required.

Knowledge of:

• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Principles and practices of clear and effective reports, and contracts.
• Principles and practices of time management; management of multiple projects, deadlines, and priorities simultaneously.
• Principles and practices of establishing and maintaining effective working relationships with staff, consultants, agencies, and the public.
• Administrative and financial management, analysis of data, and preparation of recommendations.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Interpret and apply laws, regulations, policies and procedures.
• Analyze administrative and financial date and prepare recommendations.
• Prepare clear and concise contracts, reports, correspondence, documentation, and other written materials.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Work with subject matter experts to develop RFP/RFQ scope of work and/or services.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Education: Equivalent to a bachelor's degree from an accredited college or university with major coursework in in public administration, business administration, finance, accounting, political science, communications, liberal arts or a related field.
• Experience: Three (3) years of increasingly responsible experience in contracts administration, procurement, finance, or related municipal operations.

Licenses and Certifications: Possession of a valid California Driver's License, to be maintained throughout employment.

Physical Demands: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.

Environmental Conditions: Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures.

Working Conditions: City employees are expected to work overtime, weekends, evenings, and holidays as required to accommodate the City's needs, in addition to responding as a Disaster Services Emergency Worker (California Government Code Section 3100-3109).

Benefits include:

• CalPERS Retirement: Classic Members – 2.75% @ 55 formula, calculated off of highest single year compensation, with employer contribution paid by the City and the employee contribution paid at a rate of 8%. New Members – 2% @ 62 formula, calculated off of highest three-year average compensation, with employer contribution paid by the City and the employee contribution paid at a rate of 6.5% per the Public Employees' Pension Reform Act of 2013.
• Deferred Comp: City pays two and one half percent (2 ½%) of employees annual salary into a tax deferred 401(a) retirement savings account. Employee eligible to pay up to IRS maximum into tax deferred 457 account.
• Social Security: City pays employer portion of Social Security. City reimburses employees for employee portion of Social Security benefits.
• Medical Insurance: Employees hired before December 31, 2008 (Tier A employees), City pays 100% for CalPERS administered plans, include HMO and PPO, for employee and dependents. Employees hired after January 1, 2009 (Tier B employees), City pays 100% for CalPERS administered HMO plans only, for employee and dependents. If employee opts for a CalPERS administered PPO plan, employee will be responsible for the cost difference between the HMO and PPO plans. Employees hired after July 1, 2020 (Tier C employees), City pays 100% for CalPERS administered HMO plans only, for employee and dependents. If employee opts for a CalPERS administered PPO plan, employee will be responsible for the cost difference between the HMO and PPO plans.
• Lifetime Medical: Tier A employees eligible for 100% City-paid lifetime health benefits administered through CalPERS. Tier B employees are eligible for 100% City-paid lifetime health benefits upon completion of five final-years of eligible full-time employment with City, with at least 20 years vested within the CalPERS system. Tier C employees hired on or after July 1, 2020 are not eligible for City Paid lifetime health benefits. Employees will receive only the required state contribution (PEMHCA minimum) per month