Contracts Compliance Specialist I

City of Atlanta•Atlanta, GA

2d•$56,000

About The Position

The purpose of this job is to manage and evaluate the monitoring process within the Office of Contract Compliance, including interpreting the City’s Equal Employment Opportunity, Small, Minority or Female Business Enterprise program code of ordinances. Duties include but are not limited to coordinating the S/M/FBE outreach program activity; assisting in office operations; reviewing bid proposals; preparing reports; answering inquiries; preparing statistical analysis; and processing associated paperwork. The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Administrative Duties: Assists in normal office operations such as answering telephones and document copying, filing faxing, and delivering. Assists in the review of bid proposals and recommends approval or non-approval based on bid specifications. Communication: Prepares Annual Report on Department activities and presents findings to appropriate City personnel. Answers inquiries and distribute information to contractors and vendors while attending pre-bid, and post award conferences Responsibilities Interpersonal Relations: Facilitates good working relationships with minority, female and small business contractors in effort to further the goals and objectives of the City's M/FBE program. Works closely with other City Departments, such as Law and Procurement, to ensure complete coordination and compliance with City Ordinances, policies and procedures. Essential Daily Contract Monitoring Responsibilities Attend Project Team Meetings Discuss Project scope, funding, budget, and schedule to establish diversity and inclusion program goals Conduct Post Award Meetings, including but not limited to: Giving an overview of OCC policies and procedures for each contract. Distribute submittal forms to the Prime contractor/sub-contractor Give B2GNow Overview Explain the contract site visit process Establish project points of contact B2GNow Set-up files Build contract file for Prime Contractor Conduct B2GNow training for Prime and Subcontractors as needed Monitoring Contracts Perform monthly site visits to ensure prime contractors and sub-contractors are adhering to EBO/SBO/DBE guidelines as required by program ordinances. The monitoring specialist will verify the prime contractor’s proposal bid submissions regarding participation plans. Prepare a written report of site visit findings. Perform Contract Desk Audit Analyze B2GNow monthly reports submitted by prime and subcontractors. Dispute Resolution Mediation Conduct dispute resolution mediation between prime contractors and subcontractors (or Prime contractors and the City) regarding progress payments & contract performance when necessary. Punch List Meetings Attend the final walk-through for completion of contract work items. This is necessary to determine if the contractor(s) has completed all contractual obligations Educational Training/Certifications Attending training classes sponsored by the National Institute of Governmental Purchasing (NIGP) Attending training classes sponsored by the American Contract Compliance Association (ACCA). Note: ACCA’s comprehensive training program provides a unique opportunity to study among nationally recognized experts in their respective fields. The program is carefully designed to focus on the critical issues challenging our profession. Attend compliance training classes sponsored by Federal Agencies such as: FAA, FTA, FHWA, EPA Outreach Sessions Lead organizer and participant in contract compliance quarterly outreach sessions. These sessions are designed to help increase the available pool of MBE/FBE/SBE firms. Attend outreach sessions hosted by other diversity and inclusion organizations located in the Atlanta region. Best Practices Attend Metro Intergovernmental Association of Equal Opportunity Officials (MIAEOO) quarterly meetings regarding best practices of diversity and inclusion programs. Other supplier diversity and inclusion agencies involved in this organization include Marta, Fulton County, DeKalb County, Clayton County, Atlanta Housing Authority, Atlanta Public Schools, Atlanta Beltline, Cobb County, Georgia Department of Transportation, and the State of GA. EEO Compliance Evaluations Analyze bid submittals for commodities and supplies for EEO compliance. Draft award recommendations for the signature of the Senior Manager Annual Reporting Vet the annual reporting metrics for all projects monitored in all General Fund Departments Marginal Job Functions Performs other related duties as required. Knowledge of Job Possesses extensive knowledge of the policies, procedures, and operational functions of the Mayor’s Office as they relate to the responsibilities of a Contract Compliance Specialist. Demonstrates the ability to compile, organize, prepare, and maintain a wide range of records, reports, and data in an efficient manner and in accordance with departmental and governmental regulations. Maintains a strong command of departmental terminology and applies it effectively in daily operations. Communicates clearly and professionally with supervisors, colleagues, and stakeholders, and exercises sound independent judgment in both routine and complex situations. Demonstrates solid mathematical aptitude to perform required calculations accurately. Proficient in the use of computer applications and related technologies necessary to complete daily assignments. Exhibits strong organizational skills, with the ability to plan, prioritize, and manage work activities effectively while meeting deadlines. Accurately interprets and applies departmental regulations, policies, and procedures. Performs effectively in environments requiring sustained attention to detail and the ability to manage time-sensitive tasks. Maintains a working knowledge of F/MBE programs, contracting processes, and departmental procedures and methods essential to the successful performance of assigned duties

Requirements

Bachelor’s degree in business/public administration or related field required; and one (I) year of experience in contract compliance, policy formulation and administration, quality assurance or contract monitoring and administration; OR Bachelor's degree in an unrelated field and one (1) year of experience in contract compliance, contract monitoring and administration; or regulatory monitoring and compliance.
Education and experience must provide the requisite knowledge, skills, and abilities to perform this job.
Must be physically able to operate a variety of jobrelated machines and office equipment.
Must be able to move or carry related objects or materials.
Physical demand requirements are at levels of those for active work.
Requires the ability to compare and/or judge the readily observable functional, technical, structural, compositional or identifiable characteristics (whether like or divergent from obvious standards) of data, people, or things.
Requires the ability to communicate with people to convey or exchange professional information.
May require the ability to read a variety of professional, technical, and administrative documentation, directions, instructions, methods, and procedures.
May be required to produce reports with proper format, punctuation, spelling, and grammar, using all parts of speech.
Requires the ability to communicate with and before others using correct English.
Requires the ability to learn and understand subject matter principles and techniques; to make independent judgments in the absence of supervision within the scope of respective job duties and tasks; to acquire and be able to expound on knowledge of topics related to primary occupation.
May require the ability to utilize mathematical formulas; add and subtract; multiply and divide totals; determine percentages; determine time and weight; and interpret same as may be appropriate.
Requires the ability to inspect itemsfor proper length, width, and shape.
Requires the ability to utilize job-related equipment while accomplishing job duties and tasks associated with respective primary duties.
Requires the ability to interact with people (i.e. staff, supervisors, public and elected officials) beyond giving the receiving instructions.
Must be adaptable to performing under minimal stress when confronted with an emergency

Responsibilities

Assists in normal office operations such as answering telephones and document copying, filing faxing, and delivering.
Assists in the review of bid proposals and recommends approval or non-approval based on bid specifications.
Prepares Annual Report on Department activities and presents findings to appropriate City personnel.
Answers inquiries and distribute information to contractors and vendors while attending pre-bid, and post award conferences
Facilitates good working relationships with minority, female and small business contractors in effort to further the goals and objectives of the City's M/FBE program.
Works closely with other City Departments, such as Law and Procurement, to ensure complete coordination and compliance with City Ordinances, policies and procedures.
Attend Project Team Meetings
Discuss Project scope, funding, budget, and schedule to establish diversity and inclusion program goals
Conduct Post Award Meetings, including but not limited to: Giving an overview of OCC policies and procedures for each contract.
Distribute submittal forms to the Prime contractor/sub-contractor
Give B2GNow Overview
Explain the contract site visit process
Establish project points of contact
Build contract file for Prime Contractor
Conduct B2GNow training for Prime and Subcontractors as needed
Perform monthly site visits to ensure prime contractors and sub-contractors are adhering to EBO/SBO/DBE guidelines as required by program ordinances.
The monitoring specialist will verify the prime contractor’s proposal bid submissions regarding participation plans.
Prepare a written report of site visit findings.
Analyze B2GNow monthly reports submitted by prime and subcontractors.
Conduct dispute resolution mediation between prime contractors and subcontractors (or Prime contractors and the City) regarding progress payments & contract performance when necessary.
Attend the final walk-through for completion of contract work items.
Attending training classes sponsored by the National Institute of Governmental Purchasing (NIGP)
Attending training classes sponsored by the American Contract Compliance Association (ACCA).
Attend compliance training classes sponsored by Federal Agencies such as: FAA, FTA, FHWA, EPA
Lead organizer and participant in contract compliance quarterly outreach sessions.
Attend outreach sessions hosted by other diversity and inclusion organizations located in the Atlanta region.
Attend Metro Intergovernmental Association of Equal Opportunity Officials (MIAEOO) quarterly meetings regarding best practices of diversity and inclusion programs.
Analyze bid submittals for commodities and supplies for EEO compliance.
Draft award recommendations for the signature of the Senior Manager
Vet the annual reporting metrics for all projects monitored in all General Fund Departments
Performs other related duties as required.