Contracts Administrator

Description

NATURE OF WORK

This is highly responsible professional and technical work providing contract administration support for a centralized purchasing operation for a large municipality.

An employee in this class is responsible for reviewing, developing, managing, administering and monitoring public procurement documents resulting in formal, legally-binding contractual agreements. Duties include the technical review of contracts provided to the City and formation of contracts issued by the City. Incumbent provides timely technical expertise, analysis and recommendations concerning contract language and specifications to prevent risks, mitigate issues and comply with State law. Work requires exercising independent judgment in the monitoring and managing of various vendor contracts and resolving problems and issues relative to contracts. The employee communicates both orally and in writing with vendors, contractors, city departments and other governmental agencies and serves as the liaison between all parties. The employee frequently interacts with the City attorneys to ensure that contracts are legally sufficient and contain appropriate and accurate language. The employee is under the general supervision of the Procurement Manager and work is reviewed while in progress through observation, meetings, reports submitted and results obtained in order to ensure conformance with established goals, policies and procedures.

Examples of Duties

ESSENTIAL JOB FUNCTIONS

• Maintain a computerized contract database and comprehensive list of all assigned contractual agreements.

• Notifies contract holder of forthcoming contract expiration, past due obligations and required document responses; monitors project progress, reviews and recommends approval or withholding of interim and final payment.

• Develop, maintain and administratively monitors procurement agreements.

• Review and monitor compliance of annual contract requirements, request vendors to provide documentation to verify contract compliance.

• Monitors departmental contract performance; notifies parties of any contract issues.

• Coordinates with Procurement Manager and the City's legal staff to implement, review and administer special contractual conditions for protection of the city; coordinates with applicable agencies for technical assistance on projects as required; coordinates with state, county and federal offices on applicable contractual obligations.

• Identify areas where there are no existing contracts and facilitate implementation of such contracts; initiate amendments to contracts.

• Analyze requests for extensions or amendments to existing contracts and make recommendations of approval or alternative solutions to management.

• Enter contracts into the City's Enterprise Resource Planning (ERP) system and renew them in accordance with Federal, State, County and City rules and regulations.

• Maintain files, including contract documents.

• Write professional correspondence related to contracts. Participate in negotiations and document term of agreements.

• Drafts City Commission Agenda items for consideration by the City Commission.

• Perform related work as required.

Requirements

EDUCATION

• Graduation from an accredited college or university with a Bachelor's Degree with major course work in Accounting, Finance, Business or Public Administration or related field.
• PROOF OF THE HIGHEST LEVEL OF COMPLETED EDUCATION MUST BE SUBMITTED AS AN ATTACHMENT WITH APPLICATION. (Applications without attached proof of education will not be processed for consideration.)

EXPERIENCE TRAINING

• Extensive progressively responsible experience (5-8 years) in contract administration or negotiation required.

• Certified Professional Contract Manager (CPCM) or Certified Professional Public Buyer (CPPB) certification is preferred.

• Proficiency with Microsoft Word and Excel required.

• Experience with Tyler Munis, highly preferred.

PHYSICAL REQUIREMENTS

• Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact

• Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, word processor, calculator, copier, and fax machine

• No significant standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, handling, sitting, standing, pushing, and pulling is required.

• Ability to perform minimal lifting, not to exceed 10 pounds of force, which may be required on a limited basis.

Supplemental Information

KNOWLEDGE, SKILLS ABILITIES

• Extensive knowledge of the principles and practices of public/governmental contract administration and management.

• Extensive knowledge of federal, State and local laws pertaining to purchasing, contracts and contract compliance.

• Extensive knowledge of legal terminology and contractual language.

• Considerable knowledge of the functions, organization and administration of governmental organizations.

• Considerable knowledge of large-scale purchasing methods and procedures in a wide variety of commodities and services including professional service contracts under Florida's Consultants' Competitive Negotiation Act (CCNA).

• Considerable knowledge of government sunshine and public records regulations.

• Ability to read and interpret contract language, including language referencing State Statutes.

• Ability to draft a contract on behalf of the City for consideration by a vendor.

• Ability to interpret and process issues of a more complex, less clearly defined nature.

• Ability to monitor and administer regulatory material pertaining to contracts.

• Ability to analyze, solve problems, render advice and assistance on contractual matters.

• Ability to conduct investigations to determine contract compliance.

• Ability to adhere to tight deadlines.

• Ability to handle multiple projects simultaneously.

• Ability to negotiate effectively with both internal and external customers.

• Ability to present ideas and findings clearly and concisely, orally and in writing.

• Ability to establish and maintain effective working relationships with City staff, contract vendors and the general public.

• Ability to communicate persuasively and effectively.

• Ability to exercise independent judgement in interpreting City and departmental Policies, Rules and Regulations.

• Knowledge of computers and computerized purchasing systems.

• Ability to utilize a wide variety of specialized software, as needed.

• Ability to conduct in-person training for City employees on an as needed basis.

BENEFITS PACKAGE SUMMARY

SUPERVISORY/PROFESSIONAL

HIRED ON OR AFTER 10/1/18

The description of benefits for which, an employee may be eligible have been generally summarized in this information sheet for your convenience; however, you must refer to all applicable City ordinances, collective bargaining agreements and/or plan documents for specific terms and conditions. These benefits may be affected by future changes in policy, collective bargaining, City ordinances and/or legislative actions. The City reserves the right to increase, modify, decrease or eliminate benefits at any time. No benefit is created or maintained simply based on this document, and its contents do not give rise to any contractual rights related to continuing employment or receipt of benefits between the City of Sunrise and its employees. The information contained herein supersedes any prior benefit sheet(s).

The City of Sunrise is an economic powerhouse in western Broward County encompassing more than 18 square miles. As the host of Sawgrass International Corporate Park - the largest business park in South Florida

• Sunrise has its own flourishing job market and currently employs approximately 1,100 employees and numbers continue to rise.

The City takes a very active role in business development, recruitment and prides itself on creating job opportunities for its residents. There are very few communities of similar size that welcome the tens of millions of visitors that we do here in Sunrise, or that can boast the magnitude of regional assets found in our City.

Our City shines and we understand in order to shine brighter; we must continue to recognize our employees as one of our most valuable assets. The City of Sunrise takes great pride in recruiting future employees and developing and retaining current ones by offering our comprehensive compensation and benefits package throughout an employee's career.

5% Supplemental Pay:

Supervisory/Professional employees shall receive a five percent (5%) supplemental pay calculated on the employee's base rate of pay.

City-Paid Medical Benefits:

• Group Health Insurance: The City pays for 100% of the cost for single coverage for full-time employees and 66.66% of cost for Dependent/Family Coverage. Upon retirement and separation from City employment, employee receives a monthly stipend of $350 per month, applicable toward retiree health coverage.

• Life Insurance: $50,000

• Accidental Death & Dismemberment (AD&D): $50,000

• Eye Care Reimbursement

• Up to $250 every two (2) fiscal years (Employee only)

• EKG/Stress Test

• Up to $150 reimbursement per fiscal year (Employee only)

• Physical Examination

• Up to $250 reimbursement per fiscal year (Employee only)

• Employee Assistance Program (EAP) through Cigna Behavioral

Retirement:

• Employee Contribution = 8%

• Vesting = 10 Years

• Average Final Compensation (AFC) = 2.5% of pensionable earnings for each year of creditable service

• Maximum Benefit = 80% of AFC, not to exceed $80,000.

• Normal Retirement = Age 62 and ten (10) years of creditable service.

• Early Retirement = Age 57 and ten (10) years of creditable service, 3% annual reduction for each year prior to normal retirement age.

• 13th check based on monthly retirement, payable if the pension plan funding status is equal to or greater than 100%. Paid in December each year following retirement.

• Deferred Retirement Option Plan (DROP) = 4 years/48 months maximum.

• DROP Interest Rate = 4%, compounded annually.

Longevity:

Based on successful completion of full-time, continuous service with the City, employee shall receive the following:

Years of Creditable Service Longevity Benefit*

10 Years 2.5%

15 Years 2.5%

20 Years 5.0%

• Longevity Benefit calculated on employee's base rate of pay

Paid Holidays:

Employees receive the following City-paid holidays:

• New Year's Day • Veterans' Day

• Martin Luther King Day • Thanksgiving Day

• Memorial Day • Friday after Thanksgiving

• 4th of July, Independence Day • Christmas Day

• Labor Day

Annual Leave:

Annual leave may be taken as earned. Maximum accumulation each fiscal year is 360 hours. At time of resignation or retirement, employee is paid for all annual leave accrued at their current rate of pay. Annual leave is accrued based on continuous, full-time service with the City, as follows:

Completed Months of Service Total Hours/Days Accrued Annually

Up to and including first 60 months 128 hours/16 Days

Greater than 60 months through 120 months 168 hours/21 Days

Greater than 120 months through 204 months 208 hours/26 Days

Greater than 204 months 248 hours/31 Days

Annual Leave Cash Out:

Employee can opt to receive a non-pensionable cash payment twice per year for up to forty (40) hours of annual leave, provided accrued annual leave bank does not fall below eighty (80) hours.

Floating Holidays:

Upon completion of (26) weeks of full-time employment with the City, employee shall be entitled to utilize up to five (5) floating holidays per fiscal year. Floating holidays shall not carry over to the next fiscal year.

Perfect Attendance:

For every six (6) months period (April 1

• September 30) and (October 1 - March 31) in which, no sick or unpaid leave is utilized, an employee shall receive ten (10) hours of annual leave credited. Employees who qualify for a consecutive Perfect Attendance benefit shall receive (14) hours of annual leave credited for each consecutive earning period.

Sick Leave:

Each employee earns (96) hours (12 days) of sick leave annually with no waiting period for use and maximum accrual of 1,440 hours. Upon separation of City employment due to resignation, employee shall receive payment of all accrued sick leave at a rate of twenty- five percent (25%) of the employee's current rate of pay at time of resignation. Upon separation of employment due to retirement, employee shall receive payment of all accrued sick leave at a rate of fifty percent (50%) of the employee's current rate of pay at the time of retirement.

Sick Leave Conversion:

After completion of one (1) year of continuous, full-time employment with the City, an employee may convert their unused portion of their first six (6) days (maximum of forty- eight (48) hours) of accrued sick leave into annual leave. Conversions are subject to the following: A minimum of 96 unused sick leave hours accrued prior to hours being converted, total eligible sick leave hours to be converted shall be reduced hour-for-hour by any sick leave hours utilized during the eligible benefit period, and conversion subject to annual leave accrual cap.

Bereavement Leave:

Qualifying City-paid Bereavement Leave as follows:

• In State = Up to 3 Days

• Out of State = Up to 5 Days

Tuition Reimbursement:

After (2) two years of continuous full-time employment:

• 100% reimbursement for a grade of A or B
• 50% reimbursement for a grade of C
• $500 books/lab reimbursement per semester

Credit Union:

We Florida Financial Bank & Credit Union

• 8890 NW 44th Street, Sunrise, FL 33351

Optional Voluntary Benefits (paid by the employee):

• Single or Family Dental Insurance

• Single or Family Vision Insurance

• Accident Advantage

• Life Insurance

• Accidental Death & Dismemberment Insurance

• Long Term Disability Insurance

• Long Term Care Insurance

• Short Term Disability Insurance

• Critical Care Protection

• Cancer Protection Assurance

• Mission Square Retirement Programs

o 457 Deferred Compensation Plan

o 401(a) Governmental Purchase Plan: Newly hired

01

Do you have a Bachelor's degree with major course work in Accounting, Finance, Business or Public Administration or related field? Please attach and submit proof of education with application.

• YES
• NO

02

Do you possess extensive progressively responsible experience (5-8 years) in contract administration or negotiation?

• YES
• NO

03

Please list any relevant certifications you have obtained:

04

Are you experienced with office computer applications including proficiency with Microsoft Word and Excel?

• YES
• NO

05

Do you have experience using Tyler Munis software?

• YES
• NO

Required Question

Agency City of Sunrise

Address 10770 W. Oakland Park Blvd.

Sunrise, Florida, 33351

Phone 954-838-4522

Website http://agency.governmentjobs.com/sunrisefl/default.cfm