Contract Administration Coordinator

Job Description

Are you looking for a position with a work/life balance? Do you want to earn four (4) weeks off during your first year of employment? Do you want low and no cost health insurance options? If you answered "yes" to any of these questions, you need to complete your application now. Work for the city you love!!!

The Public Works Department is actively seeking a Contract Administration Coordinator.

Did you know as a City of Jacksonville employee, you would also have twelve (12) paid holidays and a personal leave day as well? In addition, health insurance, dental, vision, life insurance and flexible spending plans are also available. City of Jacksonville employees are also eligible for Federal Student Loan Forgiveness after ten (10) years of public service and on-time payments.

This is professional work in administering and monitoring contracts and agreements, which require interpreting documents with respect to evaluating compliance and processing change orders, invoices, and payments. Work requires a knowledge of techniques, methods, and procedures used to interpret contract specifications and agreements, and depending upon assignment, may require knowledge of construction projects, grounds upkeep, building maintenance, recreation programming and/or service delivery to ensure contract specifications meet the needs of the department and are being implemented by the city, the contractor and/or the partner. May train, assign, schedule, monitor and review the work of others. Contacts with others require skills in understanding and influencing people and are important in providing client services, including skills of persuasiveness, assertiveness, and sensitivity to others point of view that are required to influence behavior, change an opinion, or turn a situation around. Work is standardized in that tasks are covered by substantially diversified procedures and specialized standards, and because of changing priorities or different situations, the employee has the latitude to consider which of the many procedures or standards should be followed and in what sequence. The work involves differing situations requiring the use of judgment in search of solutions or new applications. Work is performed both in field and office environments where the risks and hazards are minimal, including exposure to adverse weather and terrain during field inspections. Operates motor vehicle and standard office equipment such as computers, telephones, facsimile machines, copiers, and calculators. Physical demands consist of standing, stooping, bending, reaching, climbing, walking at work sites for extended periods of time, and occasionally lifting and moving light objects. Work is performed under limited supervision where the work assignments are subject to established procedures, practices, precedents, methods, techniques, standards, and well-defined policies, and the worker plans and organizes the work and determines their own priorities, and the work is reviewed, usually after the fact, in terms of quality, timeliness, and adherence to established methods, standards, and policies.

Examples of Work

• Coordinates and monitors contract and agreement administration activities for various projects.

• Coordinates or completes inspection on projects.

• Interprets contract documents to evaluate appropriateness of change orders and invoices.

• Negotiates monetary amounts with contractor for change orders and rework inspection fees.

• Reviews and processes purchase orders, invoices, and progress payments for compliance with contract requirements.

• Coordinates with field personnel to review, evaluate, and resolve construction, services and contract disputes with contractor.

• Develops, reviews, and evaluates contract specifications and documents.

• Schedules pre-construction or pre-bid conferences and meetings to discuss contract requirements.

• Research funding and expenses accrued for projects.

• May assist in preparing division/department budget.

• May work with the Office of General Counsel to issue letters of non-compliance.

• May work with potential partners to determine programming and maintenance specifics for the scope of the agreement.

• Drafts letters for proprietary award, legal, and engineering requests.

• Researches, prepares, and advises management on items presented to MBRC.

• May assign, schedule, monitor, and review the work of others.

• Establishes and maintains record keeping systems, including spreadsheets and other software applications to track and monitor projects and fiscal records.

• Investigates and resolves contract-related problems and issues.

• Prepares, maintains, and reviews correspondence, reports, and forms.

• Demonstrates proficiency in the City of Jacksonville Core Competencies.

• Performs related work as required.

Knowledge, Skills and Abilities

• Knowledge of methods, practices, and procedures of contract administration.

• Knowledge of services provided in contract, and contract specifications.

• Knowledge of purchasing and accounting policies and procedures.

• Skill in analyzing, reviewing, and preparing cost estimates, bid specifications, contracts, work orders, purchase orders, change orders, and related documents.

• Skill in coordinating and monitoring contract administration activities.

• Ability to interpret contract specifications.

• Ability to operate a computer utilizing word processing and spreadsheet applications.

• Ability to train, assign, schedule, monitor, and review the work of others.

• Ability to perform mathematical calculations.

• Ability to maintain effective communication and coordination with all levels of leadership and workforce.

• Ability to prepare and maintain correspondence, records, and reports.

• Ability to operate a motor vehicle.

Open Requirements/Supplemental Information

• A five (5) year combinationof education, training, and experience in professional contract administration, which must include;

• At least two (2) years in preparation and analysis of contract specifications.

LICENSING/CERTIFICATION/REGISTRATION:

• A valid Driver's License is requiredprior to appointment and must be maintained during employment in this class.

• Must qualify for prior to appointment, obtain, and maintain during employment in this class a City of Jacksonville Certification as a Public Driver.

A FULLY COMPLETED ONLINE APPLICATION IS REQUIRED.Apply atwww.coj.net. A work history is required for all employment/volunteer work in which qualifications are being based. When meeting/basing qualifications on education, a copy of your college transcript, with your social blacked out, is required with your application. Transcripts do not need to be official, but must state your name, the school's name, classes taken, grades received, type of degree, and date degree was conferred.

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Certain servicemembers and veterans, and the spouses and the family members of such service members and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment and are encouraged to apply for positions being filled.

If claiming veteran's preference, you must attach a DD-214 (Member Form-4 copy) or military discharge papers, or equivalent certification from the Department of Veterans Affairs listing military status, dates of service and character of discharge. You must also attach the Veterans Preference Certification Form and if applicable, the additional forms as noted here:http://www.coj.net/departments/employee-services/veterans-preference.

If a candidate believes he or she was not afforded veteran's preference, he or she may file a written complaint, within sixty (60) calendar days upon receipt of notification of the hiring decision, requesting an investigation to:

Florida Department of Veterans Affairs

Attention: Veterans' Preference Coordinator

11351 Ulmerton Road, Suite 311-K

Largo, FL 33778-1630

Email:VeteransPreference@fdva.state.fl.us