Contracts Administrator

**Salary can be commensurate with qualifications and experience**
Veterans' Preference Applies
EEO Statement
The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, ageor disability, marital status, family status or sexual orientation in employment or the provision of services.
Non-Smoking
The City of Delray Beach is a
Non-Tobacco Workplace
. The City will not consider applicants who have used tobacco ornicotine products for a period of at least three months prior to application for employment. The definition of "tobacco ornicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotinepatches or gum.
This is an administrative position of moderate level of complexity requiring strong organizational skills necessary toprepare, coordinate, implement, oversee and monitor a wide variety of procurement contracts and agreements,professional and technical services agreements, memorandum of understanding and similar documents ranging fromroutine to difficult and complex for the City of Delray Beach. This work involves modifying and monitoring contractprocessing procedures and activities, reviewing contract requests and proposals, and serving as a liaison between thePurchasing Division and other departments, and contract providers during the contract approval process. Work isperformed under the general supervision of the Purchasing Manager.
Essential Job Duties
The following duties are normal for this position. The omission of specific statements of duties does not exclude themfrom the classification if the work is similar, related, or a logical assignment for this classification. Other duties may berequired and assigned. The specific duties of this position are subject to internal control restrictions which will preventone individual from doing all tasks of this classification.
Prepare, coordinate, implement, oversee and monitor a wide variety of procurement contracts and agreements,professional and technical services agreements, memorandums of understanding and similar documents rangingfrom routine to difficult and complex.
Ensure contracts performance are in accordance with the terms and conditions of the contracts and agreementsincluding providing proof of licenses, registrations, certificates, bonds, insurances and other financial assurances andguarantees.Conduct on-going inter and intra-departmental assessments of the contract process to determine to facilitateenhancements to contract terms and conditions based on business needs.
Exercise high level of expertise and independent judgment in making sure contracts comply with appropriate laws,mandates, priorities, objectives, guidelines, regulations and City policies and ordinances.
Review contract requests for completeness and accuracy and analyze and interpret contractual terms and conditions.
Set up, maintain, and manage files for compliance monitoring purposes.
Analyze data and prepare comprehensive reports with recommendations as required.
Coordinate with City Clerk’s office to ensure timely filing and archiving of executed documents, such ascontracts/agreements, bonds, insurances and other financial assurances and guarantees.
Develop
contract agreement and bid document
templates to standardize contract terms and provisions.
Develop administrative, operational, and contract procedure manuals.
Coordinate and conduct training workshops for staff.
Develop contract monitoring process and contract monitoring metrics.
Conduct research, compile and analyze data, and identify trends and generate reports.
Oversee and conduct on-site visits to contractors’ facilities to examine billings, fiscal and other data, to verifycompliance with contract terms and conditions.
Create and deliver presentations to management.
Track progress of contracts, administer contracts, and prepare reports to follow up with vendors and serviceproviders to make sure required contract documents are submitted in a timely manner.
Work collaboratively with internal clients to plan and anticipate contract timeline milestones and deliverable.
Work closely with the Risk Management division in establishing the level of insurance vendors and service providersrequire.
Perform all functions and responsibilities according to the City’s code of ethics.
Foster positive employee relations and employee morale on a City-wide basis.
Minimum Qualifications
Bachelor's Degree (BA) from an accredited college or university with major study in Business Administration,Public Administration, Finance, Business Law, or a closely related field.
Master’s degree in a closely related field is desirable.
Minimum of three (3) years’ experience in contract administration, business administration, procurement orpurchasing of goods and services or administration contracts, preferably in local government agency arerequired.
Ability to prepare written and oral reports and presentations. Strong proficiency with PC's, word processing andspreadsheet applications. Ability to manage and prioritize routine, specialized and complex assignments and problemsutilizing knowledge acquired through prior education, training, and experience. Ability to communicate effectively in oraland written form. Ability to adapt to an evolving and continually improving environment.Demonstrate ability to utilizepersonal computer and office software such as MS Word, MS Excel and electronic mail.