Contract Administrator - Purchasing Office

Position Type:

Professional/Technical/Contract Administrator

Date Posted:

5/10/2024

Location:

Instructional Support Center

Date Available:

05/13/2024

Job Code: Contract Administrator

• 030396 Standard Hours: 40 Department: Purchasing Office

• 252574 Empl Class: NA Minimum Salary: $72,363.00/Annually

Maximum Salary: $106,267.00/Annually

Scheduled Days: 245

Target Openings: 1

  Job Description: Show/Hide

License and Certification Qualifications: Must hold or be eligible for a valid Georgia Educator's Certificate in Educational Leadership and/or Support Personnel License issued by the Georgia Professional Standards Commission.

Education Qualifications: Bachelor's degree in business administration or related field from an accredited college or university required. Juris Doctor degree, master's degree in business administration or public administration from an accredited college or university preferred.

Experience Qualifications: Five or more years of purchasing experience including contract administration or business administration required, preferably for a government agency, law firm, or other employer with an emphasis on compliance with federal and state regulations.

Skills Qualifications: Strong knowledge of legal principles, contract law and procurement practices and policies; strong analytical skills and ability to comprehend complex legal regulations pertaining to contract management; skilled at negotiating, writing, managing, administering, and interpreting contract documentation; ability to interpret and communicate contract terms for clarification; strong computer skills including working knowledge of Microsoft Office and document management software demonstrable expertise in contract administration, specification development and/or construction with government agencies or school districts; excellent written and verbal communication skills; detail oriented with strong organization skills; excellent time management skills; ability to train users on contract management software; ability to analyze existing processes and identify areas for improvement; ability to serve as a positive and professional representative of Gwinnett County Public Schools.

Primary Responsibilities: Serve as the school district?s primary point-of-contact with internal and external parties regarding all facets of contract management, including performing contract preparation, participating in contractual selection and awards, monitoring performance and closeout processes; and ensuring district compliance with all applicable laws, regulations, policies, and procedures.

1.Oversee the management of all district contracts.

a. Manage contracts throughout the entire contract lifecycle to include change orders, contract extensions, renewals, close-out, and termination.

b. Facilitate the review and sign-off processes, acting as a central point of contact to address any contract related questions.

c. Ensure contracts are executed in accordance with legal requirements, district policies and procedures, and statutory regulations.

d. Seek advice from legal counsel when appropriate.

2.Review, interpret, and negotiate all contractual agreements.

a. Analyze and mitigate risk associated with contract verbiage and requirements.

b. Consult legal counsel to manage risks and limit exposure.

c. Analyze requirements and provisions in contracts, including terms and conditions, to ensure compliance with applicable laws, regulations, board policies and procedures.

d. Provide alternatives to existing contract details and provisions when needed.

e. Lead contract negotiations and manage contract change management including statement of work reviews, and contract amendments.

f. Report any unresolved issues to executive administration as required.

g. Serve as the liaison with suppliers as it relates to contract requirements.

3.Manage the district contract management system.

a. Monitor and update the district contract management system to include contract listings, executed contracts, backup documentation, and reports.

b. Monitor unauthorized contract changes and maintain correspondence control.

c. Develop and maintain a set of standard contracts for the district using appropriate contract verbiage.

d. Maintain form templates for contract documents.

4.Develop, implement and monitor employee training for contract processes and the contract management system.

a. Create training materials for the contract management system.

b. Monitor projects and ensure that all parties are trained on requirements to monitor and meet all agreed-upon terms and conditions.

c. Present annual training to contract owners and/or end users and to other individuals as needed.

5.Oversee compliance with state and federal regulations and district policy and procedure.

a. Conduct analysis of new laws, regulations, and contract trends to determine potential impact on district.

b. Remain current on legal, regulatory, and industry changes that affect contracts and revise existing and future contracts to remain compliant.

6.Keep the Director of Purchasing and Property Management apprised of significant changes, events and actions related to contract administration and management

7.Perform other duties as assigned.

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk.

The employee may be required to use hands to finger, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.