Senior Contract Administrator

City of Vero Beach•Vero Beach, FL

15d

About The Position

Under general supervision, performs complex administrative duties related to soliciting and contracting for the acquisition of goods and services. The role covers bids, specifications, contract awards, and post-award monitoring to ensure compliance with contractual terms and conditions. The position also performs related duties as assigned and may have work assignments added, modified, changed, or rescinded by management. The Senior Contract Administrator develops and distributes bidding documents, administers solicitation conferences, chairs proposal evaluation committees, analyzes bids, determines prospective contractor responsibility, and recommends or executes awards. The role also develops and manages annual contracts, reviews contract changes and renewals, monitors contractor performance, and addresses vendor or contractor deficiencies. The position consults with department personnel on procurement needs and resolves issues arising from bids, proposals, quotes, contracts, or concerns from departments and vendors. The position requires considerable knowledge of governmental procurement policies, laws, purchasing principles, contract administration, supply markets, and relevant computer hardware and software. It also requires analytical, research, communication, and relationship-building skills. The employee reports to the Manager, Purchasing and may work extended hours, including nights and weekends.

Requirements

Bachelor’s degree from an accredited college or university in Business, Public Administration, or a related field, and four years of procurement and contract administration experience; or seven years of experience as a Contract Administrator.
A nationally recognized certification, such as CPP, CPPB, or CPO, may substitute for two years of the required experience.
A master’s degree in Accounting, Finance, Business Administration, or a closely related area may substitute for one year of the required experience.
Possession of a valid Florida Driver’s License.
Considerable knowledge of City Code, manuals, procedures, and fiscal policy related to contract administration and purchasing goods and services.
Considerable knowledge of local, state, and federal laws and regulations governing governmental purchases of goods and services.
Considerable knowledge of purchasing principles and practices, including contract law and contract administration.
Considerable knowledge of sources of supply, markets, and price trends.
Knowledge of computer hardware and software pertinent to purchasing and warehousing operations.
Skill in analyzing problems, identifying alternative solutions, projecting consequences, and implementing recommendations.
Skill in researching, evaluating, and applying new methods, products, and techniques for operational improvement.
Ability to interpret oral, written, and technical information and data involving complex variables to identify, analyze, and solve difficult problems.
Skill in applying appropriate public relations techniques and forming cooperative relationships with people outside a direct reporting relationship.
Ability to establish and maintain effective working relationships with officials, vendors, department directors, employees, and the general public.
Ability to communicate clearly in oral and written reports and recommendations on administrative, financial, and technical issues.

Responsibilities

Develop, compile, and distribute documents for project bidding, including invitations to bid, informal and formal sealed bids and proposals, quotes, specifications, and addenda.
Administer solicitation conferences and chair evaluation committees reviewing responses to Requests for Proposal.
Review bids for responsiveness, prices, terms, conditions, adherence to specifications, completeness, submission compliance, mathematical accuracy, insurance coverage, and bonding.
Determine prospective contractor responsibility and recommend and execute awards for Invitations for Bid and Requests for Proposal.
Develop and manage annual contracts, including analyzing, evaluating, and approving contractor change orders, amendments, assignments, and other contract documents.
Monitor and evaluate contractor performance, process contract renewals, and address vendor or contractor deficiencies.
Examine requisitions and develop bid and proposal packages.
Write specifications for materials, supplies, services, and equipment.
Analyze bid tabulations and compare bids with specifications to determine the lowest and best bidder; develop award recommendations.
Execute and maintain long- and short-term contracts and monitor compliance with contractual terms and conditions, including insurance and bonding requirements.
Troubleshoot and resolve problems related to bids, proposals, quotes, and contracts, as well as concerns raised by departments or vendors.
Consult with department personnel regarding procurement needs.