Contracts Administrator (Internal Opportunity)

City of Bremerton•Bremerton, WA

19h•Onsite

About The Position

Under the direction of the Director of Financial Services or designee, administers the City’s centralized contracting and procurement functions for goods, services, professional services, maintenance, and capital and operational projects. Coordinates competitive solicitation and contract processes from planning through award, administration, and closeout; promotes compliance with applicable federal, state, and local requirements; maintains official contract and procurement records; and provides technical guidance to City departments. Administers assigned functions related to the City’s real property portfolio and municipal parking program.

Requirements

Knowledge of applicable laws, codes, regulations, and procedures, including federal procurement regulations, the Revised Code of Washington (RCW), and the Washington Administrative Code (WAC).
Knowledge of contract language and negotiation practices applicable to government contracts.
Knowledge of project tracking, contract recordkeeping, and document management practices.
Knowledge of modern office practices, procedures, equipment, automated information systems, and data processing.
Ability to work independently on complex and non-routine matters while managing multiple projects in a dynamic work environment.
Ability to prepare clear and comprehensive technical reports, recommendations, and proposals and communicate effectively, both orally and in writing.
Ability to use a personal computer and software such as Microsoft Word, Excel, Outlook, and PowerPoint.
Ability to organize, proofread, and complete complex documents accurately and with close attention to detail.
Ability to maintain accurate records and files and exercise discretion in confidential matters.
Ability to interpret and apply applicable policies, procedures, contractual requirements, and administrative guidelines.
Ability to establish and maintain cooperative and effective working relationships.
Ability to communicate clearly and professionally, both orally and in writing, using language appropriate to the audience and purpose.
Four (4) years of progressively responsible professional experience in contract negotiation, preparation, and coordination, including experience with public-sector (or closely related) purchasing.
Bachelor’s degree from an accredited college or university in Economics, Business, Public Administration, or related field.
An equivalent combination of education and progressively responsible professional experience in contract negotiation, preparation, coordination, and public-sector purchasing may substitute for the required education on a year-for-year basis.

Responsibilities

Maintains the City’s active contract inventory and complete audit files in the document management system, including original contracts, correspondence, changes or deviations, amendments, clarifications, and payment schedules.
Coordinates formal bids, requests for proposals (RFPs), and requests for qualifications (RFQs), including scheduling bid openings, assisting with bid announcements, and facilitating the disposition of bid bonds and security deposits.
Communicates directly with bidders and project managers to resolve questions or issues that arise before, during, and after the bid, RFP, or RFQ process.
Coordinates departmental review of contracts for professional services, supplies, and maintenance, and provides departments with assistance and guidance on solicitation processes, scopes of services, and contract compliance checklists.
Monitors and facilitates project progress through contract review, the bid and award process, and all phases of contract completion.
Coordinates reviews and inspections and ensures contractor compliance with contract requirements, owner specifications, and governmental regulations.
Investigates and defines problem areas, conducts studies, and prepares reports recommending solutions or courses of action related to contract administration or projects.
Prepares and distributes contract status information to appropriate employees.
Oversees daily parking operations and compliance with established policies.
Oversees the maintenance of automated records for contracted and permitted parking spaces, meter receipts, and meters requiring repair or maintenance.
Prepares and analyzes parking data, including traffic accidents, meter revenue, permit sales, and available spaces; reports findings to the Director of Financial Services and makes recommendations based on the data.
Prepares requests for maintenance of parking structures and locations, including installation of regulatory signage and road surface markings.
Oversees the City’s portfolio of existing properties and coordinates with Facilities Management regarding property oversight.
Facilitates lease agreements and renewals and coordinates agreements related to property use.
Oversees compliance requirements for existing and new property-related contracts.
Ensures compliance with state and local regulations governing the purchase of goods and services and reviews related City ordinances and policies for compliance.
Develops and maintains purchasing guidelines for distribution to departments and trains department staff on purchasing laws, policies, and procedures.
Develops and maintains a reference list of appropriate vendors by purchasing category.
Interviews and negotiates with potential and existing vendors regarding price quotes, delivery terms, warranties, options, and discounts; evaluates vendor performance and obtains credit, when appropriate, for unsatisfactory goods and services.
Researches, recommends, and implements improvements in how purchasing information is communicated to prospective bidders and the public, including maintaining and updating related City website content.
Maintains regular and reliable attendance.
Performs related duties as assigned or required.