Contracts and Compliance Administrator

Contract Administrator

Administers, coordinates, and maintains District contracts, procurement documents, professional service agreements, intergovernmental agreements, purchase orders, insurance documentation, and related records. Works closely with the District Manager, Controller, District Attorney, Department Managers, and Board of Trustees. Performs highly confidential work involving financial, legal, personnel, and vendor-related information. Ensures District purchasing and contracting procedures are completed in an independent, consistent, transparent, and well-documented manner.

Examples Of Work

• Contract Management: Prepares, reviews, tracks, and maintains contracts, easements, amendments, change orders, purchase orders, bid documents, bonds, and certificates of insurance.
• Tracking & Compliance: Maintains a centralized tracking system for contract terms, renewals, insurance/bonding compliance, purchasing thresholds, and required deliverables.
• Board & Agenda Support: Coordinates multi-department supporting documents and prepares Board agenda materials for contracts, bids, agreements, and closeouts.
• Procurement Coordination: Organizes records for public bids, RFPs, RFQs, sole-source, and emergency purchases in accordance with District policies and Illinois law.
• Internal Routing & Review: Manages contract routing for internal, legal, and Board approvals, verifying that insurance, prevailing wage language, and payment terms are complete.
• Financial Oversight: Partners with the Controller and accounting staff to verify contract amounts, purchase orders, and retainage for timely payments; organizes files for the annual audit.
• Risk & Records Management: Oversees vendor insurance records, assists with developer billings/easements, processes FOIA responses (may serve as backup FOIA Officer), and ensures adherence to state records retention schedules.

Desirable Qualifications

Training and Experience

· Education: Bachelor's degree in business administration, Public Administration, Accounting, Finance, Paralegal Studies, Contract Management, or a related field preferred (experience may substitute for education).

• Experience: 3–5 years of progressive experience in contract administration, public procurement, purchasing, or legal/project administration. Experience in local government, public works, utilities, or public-sector compliance is highly desirable.
• Certifications: Professional certification in public procurement, contract management, or paralegal studies is a plus. Active Illinois Notary Public Commission (or ability to obtain within 30 days of hire) preferred.
• Software: Proficiency in Microsoft Word, Excel, Outlook, Adobe Acrobat, and electronic document management systems.

Knowledge, Skills, and Abilities

• Core Knowledge: Working knowledge of contract administration, purchasing procedures, internal controls, insurance documentation, and strict recordkeeping practices.
• Public Sector Compliance: General knowledge of Illinois local government operations, public bidding laws, prevailing wage requirements, FOIA, and the Open Meetings Act.
• Organization & Analysis: Exceptional ability to read, analyze, and summarize legal/financial contract documents, maintain detailed spreadsheets, and proactively manage strict deadlines.
• Communication & Judgment: Proven ability to handle highly confidential matters, exercise independent judgment, and collaborate effectively with management, trustees, vendors, attorneys, and the public.

FMWRD is an Equal Opportunity Employer

Note: This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.