Business Services Administrator

Role Description

The Business Services Administrator performs responsible administrative, contracting, procurement, and Agenda-coordination work in support of the City of Durham’s Office of Economic and Workforce Development (OEWD). A significant portion of this position’s responsibilities involves coordinating OEWD’s Agenda process and the department’s contract development and tracking processes. The role ensures that all Agenda items and contract documents submitted for review and approval are accurate, complete, timely, and compliant with City policies and applicable regulations.

The position also provides administrative support to the department’s procurement and Request for Proposal (RFP) processes, assists with compliance and documentation requirements, and supports staff, contractors, and community partners. Work requires strong organizational skills, independent judgment, and the ability to coordinate multiple priorities and deadlines across the department.

Duties/Responsibilities

• Agenda Process Coordination
  • Coordinates the development, review, and submission of OEWD Agenda items for City Council and related boards and committees.
  • Ensures that Agenda submissions meet City standards for accuracy, formatting, required attachments, and approvals.
  • Tracks all Agenda deadlines, maintains internal calendars, and communicates process requirements to staff.
  • Serves as the department’s primary liaison to the City Manager’s Office and City Clerk’s Office regarding Agenda workflows, revisions, approvals, and meeting schedules.
  • Maintains a comprehensive record of Agenda items, supporting documents, and Council actions for audit, compliance, and reporting needs.
  • Provides training and guidance to OEWD staff on Agenda procedures, templates, and best practices.
• Contract Process Coordination
  • Assists in drafting, reviewing, and formatting contracts, amendments, MOUs, and grant agreements under the direction of the Senior Manager for Finance and Administration.
  • Maintains contract files, deliverable calendars, and compliance documentation in accordance with City requirements.
  • Tracks contract status from initiation through execution, ensuring timely routing and workflow approvals.
  • Monitors contract deadlines, insurance requirements, performance benchmarks, and vendor compliance; notifies staff of upcoming actions or deficiencies.
  • Supports invoice review processes by verifying deliverables and alignment with contract terms.
  • Provides guidance to staff and vendors on contract documentation standards and routing procedures.
• RFP and Solicitation Process Coordination
  • Coordinates administrative tasks related to OEWD’s RFP, RFQ, and bid processes.
  • Prepares draft scopes of work, schedules, and procurement packets for review.
  • Posts solicitations to approved City systems and external platforms.
  • Organizes pre-proposal meetings, evaluation panel materials, vendor communications, and submission logistics.
  • Tracks procurement timelines and ensures that documentation is complete and audit-ready.
• Compliance and Reporting Assistance
  • Ensures all Agenda, contract, procurement, and RFP materials comply with City policies and applicable state and federal requirements.
  • Assists with audit preparation by assembling required documents and maintaining accurate records.
  • Supports grant reporting by tracking deliverables, deadlines, and supporting materials.
• Customer Service and Stakeholder Support
  • Provides information and assistance to contractors, community partners, workforce providers, and small businesses regarding OEWD processes.
  • Assists internal staff in understanding Agenda requirements, contract workflows, procurement steps, and documentation standards.
• Process Improvement
  • Recommends updates to Agenda workflows, contract management procedures, and procurement processes to improve efficiency and compliance.
  • Participates in training and contributes to the development of departmental standard operating procedures.

Qualifications

• Bachelor’s degree in business or public administration, or directly related field, or equivalent.
• Five years of professional experience that includes subject-matter expertise related to the assignment, such as coordinating agenda or legislative workflow processes; managing public-sector contract drafting, routing, or compliance; or supporting RFP/RFQ processes in collaboration with purchasing, finance, or legal functions.
• Some assignments may require a valid North Carolina Class C Driver’s License with a satisfactory driving record within 60 days of hire.

Additional Preferred Skills

• Master’s degree in business administration, public administration, finance, or a related field.
• Experience in local government, economic development, workforce development, or grant-funded programs.
• Experience in accounting and budget management.