Job Title

Job Family

Job Code

Job Exempt

Contract Administrator

Non_Bargaining

ABA03

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB113

Salary

$34.60

$44.11

$53.62

Job Description

Performs professional and technical work in the Procurement and Contracts Division. Responsible for the administration of complex solicitations, programs, special projects, and assignments including contract management program, e-Bidding, procurement’s enterprise resource planning (ERP) software, supplier relationship management (SRM), customer relationship management (CRM), and the Division’s emergency management plan. Duties include; developing complex solicitations (e.g. construction solicitation, invitation for bid (IFB), request for proposal (RFP), and invitation to negotiate (ITN)) and pre-award and post-award functions for a variety of contracts. Assists in the definition of project scope and objectives, involving all relevant stakeholders. Coordinates internal resources and third parties/vendors for the flawless execution of projects. Tracks project performance, specifically to analyze the successful completion of short and long-term goals. Exercises the procurement authority delegated to the position through the Chief Procurement Officer and City Code. Work is performed under the general supervision of the Chief Procurement Officer and Assistant Chief Procurement Officer.

Minimum Qualifications:

Bachelor's Degree in Business Administration, Public Administration, or a related business field, three (3) years progressively responsible experience in the procurement and contracting of materials, equipment, and service contracts, and at least three (3) years experience with complex procurement. Must hold and maintain industry standard procurement certification(s) such as Certified Public Purchasing Buyer (CPPB), Certified Public Purchasing Officer (CPPO), Certified Purchasing Manager, (CPM), Certified Professional in Supply Management (CPSM), or Certified Purchasing Professional (CPP). Copy of current certification(s) must be provided at the time of application. Excellent written and verbal communication skills required.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Responsible for pre and post-award procurement function as it relates to complex Request for Proposals (RFP) and Invitation to Negotiate (ITN).

Reviews statements of work to determine appropriate source selection method and supplier resources; conducts re-event conferences; reviews submittals to determine respondent’s responsiveness and responsibility.

Develops special clauses, terms and conditions applicable to the solicitation.

Facilitates the contract negotiation, as required with technical personnel under the ITN process.

Facilitates the contract negotiation process with both technical experts and legal.

Prepares contracts and purchase orders.

Prepares agenda item for presentation to the City Council.

Monitor contractor compliance based on contract terms and conditions.

Acts as the City’s subject matter expert as it relates to the Procurement ERP system and provide guidance, support, and training as required.

Performs daily oversight and administration of the vendor registration/contract management program to ensure all contracts, insurance and required documentation is complete and accurate.

Administers the division’s performance management program, as required.

Performs independent research as applicable with other agencies research and other procurement resources relating to best practices.

Performs market and spend analysis and provides appropriate reports.

Provides assistance to the Procurement Division Manager relating to special projects.

KNOWLEDGE, SKILLS AND ABILITIES:

A foundation of basic Purchasing and Contracts knowledge.

Knowledge of contracting principles and procedures applicable to pre-award and post-award actions.

Knowledge of methodology of various types of negotiation principles.

Knowledge of the techniques required to evaluate offers.

Knowledge of principles and laws pertaining to Florida’s Government in the Sunshine as it applies to the procurement process and more specifically the evaluation and selection of contractors.

Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their application.

Skilled in negotiating, writing, and interpreting contractual agreements.

Skilled in problem resolution.

Skilled and highly proficient in the use of personal computer including word processing and spreadsheets.

Ability to interpret policies, procedures, regulations; and to evaluate technical information for conformity and contract requirements.

Ability to establish and maintain effective working relationships with departmental contacts, vendors, and those contacted in the course of work.

Ability to communicate effectively both orally and in writing, and make public presentations.

Ability to operate a personal computer and software.