Contracts Administrator

Job Description:

Contracts Administrator

Description

Position Scope

Embrace the New - Do Right - Lend a Hand - Find a Way - Enjoy our Work - Celebrate Uniqueness

GENERAL PURPOSE:This position is responsible for management of the entire advertisement/contracting process for construction projects of a highly complex and technical nature. Working under limited supervision, advertises, develops, negotiates, and enters into complex or high-risk contracts, and agreements. Evaluates the risks associated with the contract, writes specialized requirements, negotiates contract language, and performs cost and price analysis. This position may work in cooperation with or on behalf of local and federal governmental agencies; may develop statutorily defined contracts and/or City of Buckeye enterprise-wide agreements.

Primary Duties and Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Prepares Requests for Qualifications, Requests for Proposals, Invitations for Bid and administers the selection process for solicitations.
• Prepares and administers construction contracts and purchase orders, working closely with contractors to obtain required deliverables.
• Prepares and administers contracts and purchase orders for various professional services including Architects, Engineers, and other professional consultants.
• Schedules pre-bid walks and provides bid opening documents for public notice.
• Prepares amendments, Change Orders and resolves unforeseen site conditions, unplanned interferences, contract discrepancies, and other construction conflict problems and disputes between contractor, site staff, inspector, project manager, and professional consultants.
• Reports on contract progress and costs; take corrective action to ensure contract compliance for schedule and budget.
• Provide continuous coordination between all stakeholders.
• Administer the change order process; review requests for schedule or cost adjustment and negotiate changes to the contract; prepare change order documents for approval.
• Evaluate, approve, and process requests for payment.
• Maintain solicitation and contract documentation files.
• Respond to questions and concerns arising from any solicitation; handle promptly and properly.
• Manage the project close out phase of each contract assigned.
• Use word processing, spreadsheet, database, and scheduling software applications to prepare correspondence, reports, schedule, and other documents related to contract format, administration and close out.
• Provide continuous effort to improve operations, decrease turnaround times, streamline processes, and work cooperatively and jointly to provide quality, seamless customer service.
• Performs other duties as assigned or required.

Minimum Qualifications & Position Requirements

Education and Experience:
Bachelor's degree in Materials Management, Purchasing, Public or Business Administration, or a related field and three (3) years progressive experience involving professional procurement and contract administration for a governmental agency OR equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:
Knowledge of:

• Comprehensive knowledge of ARS Title 34 Construction Statutes
• City of Buckeye procurement processes
• Grant compliance (Federal, State, County)
• Bid preparation, solicitation, evaluation and award methods
• Cooperative contracting/procurement
• Procurement and accounting software
• Supply sources
• Negotiating techniques
• Mathematical principles

Skill in:

• Computer software programs including MS Word, Excel, Teams, Google Sheets, Adobe PDF

Ability to:

• Draft solicitations and contracts
• Solicit, evaluate and award bids
• Manage projects, negotiate, conduct research and analysis
• Interpret laws, rules, and regulations pertaining to the lawful procurement of goods/services and construction.
• Plan, organize, coordinate and prioritize activities to best meet department needs.
• Negotiate and solve complex problems
• Prepare reports
• Maintain confidentiality of purchasing and procurement details
• Speak in public
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive direction
• Establish and maintain positive, effective working relationships with those contacted in the performance of work
• Read and comprehend contract documents and templates

12 Month Goals:

• 100 percent of solicitations awarded by established award dates.
• 90 percent of submitted documents in Adobe Sign do not require initial corrections
• Certified Professional Public Buyer (CPPB) or equivalent attained or professional development towards CPPB eligibility met.

Additional Information

Procurement certification, i.e. Certified Professional Public Buyer (CPPB) or equivalent must be attained within one (1) year of eligibility. The City of Buckeye will pay for professional development, application, and exam fees if not already attained; Certified Public Purchasing Officer (CPPO); or other public procurement certification is desired.

Hiring Range: $67,038.40 - $83,740.80.


Salary range is the entire compensation range for the position classification.

Hiring range is an estimate of the compensation amount for the selected candidate. The actual salary offer will carefully consider a wide range of factors, including skills, qualifications, experience, education, licenses, training, and equity amongst other City employees in a similar position.

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.

Closing Date/Time: 1/21/2025 11:59 PM Mountain

Salary:

$67,038.40 - $100,588.80 Annually