Contract Administrator

Base Pay Range $30.00/hr - $40.00/hr Job Description Under general supervision, develops and administers contracts for a wide range of services in accordance with standards and policies and legal requirements; analyzes programmatic practices and procedures and makes recommendations for operational, policy, and procedural improvements; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among departments and acts as a liaison with various community, public, and regulatory agencies; and performs related work as required.

SUPERVISION

Receives general direction from assigned supervisor/manager. Exercises no supervision of staff.

CLASS CHARACTERISTICS

This is a single‑position class that independently performs the full range of procurement and contract management duties, including developing requests for proposals, soliciting bids, and administering and monitoring contracts. The incumbent participates in developing and implementing policies and procedures for the procurement program. The work has technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Program Analyst class series by specializing in procurement programs. This class is further distinguished from the Director of Procurement in that the latter has overall management responsibility for the Purchasing Division.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Participates in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the procurement program. Coordinates and performs professional‑level administrative and programmatic work in procurement and contract administration. Researches and develops detailed product and/or service specifications and establishes contract terms; confers with department staff to resolve questions regarding intent and expected use of goods and services, specification definitions, and scope of work statements. Develops, analyzes, negotiates, and administers bid invitations and procurement solicitations, formal and informal bids, requests for qualifications/quotes/proposals ensuring legal and contractual provisions are included to protect the company’s interests. Prepares and distributes notifications to vendors on company mailing lists, MBE/WBE/DVBE businesses, and others; places advertisements in local newspapers; conducts pre‑bid and pre‑proposal conferences; writes and posts addendums. Coordinates and participates in evaluation of bids; develops evaluation criteria and materials; performs price/cost analyses and assesses the quality and suitability of proposed services and purchases; recommends modifications as needed; summarizes bid responses and prepares documentation; selects, recommends, or participates in selection of contractors and vendors; develops reports for approval of contract awards. Drafts contracts ensuring legal requirements are incorporated and enforced; negotiates contract terms and provisions; coordinates review of contract documents with legal counsel; maintains related files. Ensures contractor compliance with provisions, including the maintenance of required insurance; develops contract amendments and extensions as needed; monitors contractor performance and takes or recommends necessary remedial action to enforce compliance with provisions; researches and resolves discrepancies. Serves as a liaison to employees, the public, private organizations, government agencies, community groups, and other organizations; provides information and assistance regarding procurement programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions. Participates in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compiles and analyzes data and makes recommendations. Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including complex financial, budget, regulatory, operational or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations. Prepares and submits agenda reports and various other commission, committee, and staff reports and correspondence regarding assigned programs. Maintains accurate records and files; develops storage of records and retention schedules. Assists with coordinating and organizing community events; represents Commission to the public in explaining policies and procedures. Participates on a variety of interdisciplinary committees and commissions and represents the company to a variety of community and stakeholder groups.

QUALIFICATIONS

Principles and practices of public agency procurement and purchasing programs including competitive bidding procedures and supply chain management. Principles, practices, and techniques of drafting and administering procurement contracts and enforcing contract provisions. Principles and practices of sound financial management policies and procedures. Project and/or program management, analytical processes, and report preparation techniques. Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures. Research, statistical, analytical, and reporting methods, techniques, and procedures. Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility. Recent and ongoing developments, current literature, and sources of information related to the operations of the assigned division. Record‑keeping principles and procedures. Seniority Level Mid‑Senior level Employment Type Temporary Job Function Purchasing and Analyst Industries Non‑profit Organizations #J-18808-Ljbffr Manpower San Diego