Contract Administrator, Senior (DPW)

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Job description

Posting Expires: 11/7/24

Salary: Commensurate with experience

General Description and Classification Standards

Position Overview:

The Senior Contract Administrator is responsible for overseeing and managing contract processes from initial review through execution and closeout. This role involves ensuring contract compliance, managing risk, negotiating terms, and collaborating with internal and external stakeholders. The Senior Contract Administrator will also mentor junior staff and contribute to the development of best practices within the contract administration team.

Procures vendor services vendor in a timely manner at the lowest cost and best value in the best interest of the City. Manages the administration of ongoing contracts to assure services meet contract requirements. Contracts are highly complex in nature and have high economic impact on the City. This is a fully seasoned managerial level charged with responsibility for significant specialized functions within a department. Position manages a larger group of employees, possibly with intermediate supervisors, or a smaller group of specialized professional employees.

Areas of responsibility are typically unique within the department. Position differs from the Contract Administrator level in the size, impact, or technical complexity of the activities managed.

Supervision Received

Direction received is general and focuses more on long-term and short-term operating objectives, managerial effectiveness, and operating results. This level would be considered 'middle' management.

Essential Duties & Responsibilities These are typical responsibilities for this

specified organizational measurements:

Contract Management: Oversee the lifecycle of contracts, including drafting, reviewing, negotiating, and finalizing various types of agreements (service contracts, purchase agreements, vendor contracts, etc.). Drafts Request for Proposals (RFP) and Invitations to Bid (ITBs) for all assigned projects.

Compliance: Ensure contracts adhere to organizational policies, legal requirements, and industry regulations. Monitor contract compliance and take corrective actions as needed. Prepares and organizes steering committee meeting agendas for review of contractors' performance.

Negotiations: Lead negotiations with vendors, contractors, and partners to secure favorable terms that align with organizational goals. Provide guidance on risk mitigation and dispute resolution.

Stakeholder Collaboration: Work closely with internal teams (legal, finance, procurement, and project management) to ensure alignment on contract requirements and terms. Act as a point of contact for contract-related inquiries. Review technical specifications prepared by User Agency. Monitors and attends functional committee meetings during legislative cycle and provides feedback and information on project specific legislation.

Risk Assessment: Identify, assess, and mitigate potential risks associated with contracts, ensuring the organization's best interests are protected.

Record Keeping: Maintain an organized repository of all active and archived contracts,

ensuring accessibility for audits and reviews.

Reporting and Analytics: Prepare regular reports on contract statuses, compliance, and key performance metrics for leadership. Analyze data to recommend process improvements.

Mentorship and Leadership: Provide guidance and mentorship to junior contract

administrators. Lead training sessions and contribute to the team's professional development.

Process Improvement: Develop and implement best practices, procedures, and tools to enhance the efficiency and accuracy of contract administration processes. Communicates any changes in policy, procurement methods, standards and regulations to Contracting Officers, department managers and administrative staff.

Training: Conduct in-house procurement training sessions with Contracting Officers and staff.

Decision Making

Ensures contracts are followed and any errors or problems corrected. Conducts quality

control/quality assurance analysis on RFPs and ITBs that may have been challenged by an unsuccessful bidder.

Leadership Provided

Position has managerial authority over a group of professional employees and/or a group of

professional, technical, or administrative employees engaged in a broad functional area. Areas of responsibility are typically unique within the department.

Knowledge, Skills & Abilities:

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

Extensive knowledge of concepts, processes, and tools of profession; knowledge of relationship of professional disciplines among related organizations and functions. Leadership

and motivational skills. Extensive knowledge of more complex contracts and how they are applied. Skill in identifying operating issues and developing solutions. Effective business communication/presentation skills.

Strong negotiation skills. Ability to communicate with all employees, to include senior level management. High level of knowledge of the procurement processes, the City's Code of Ordinances, and the basic law of contracts. Ability to plan and carry out virtually all typical assignments within professional area; ability to train others; ability to build effective relationships within the organization.

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