Utilities Assistant Budget & Contract Manager

City of Plantation•Plantation, FL

11d•Onsite

About The Position

This is an exempt, at-will professional position in the Utilities Department, directly supervised by the Utilities Budget and Contract Manager. The employee oversees administrative functions related to procurement, inventory, and contracts, and assists with the department’s budgetary needs, office processes, and administrative operations. The position may procure or coordinate procurement of architectural and engineering services, construction, technology, supplies, and professional services in accordance with applicable laws, regulations, policies, and procedures. It exercises independent judgment in applying specialized financial and administrative knowledge and may provide direction to clerical staff. Work is performed under general supervision, with review through observation and conferences. Employees serve at the pleasure of the City and may be terminated at any time, with or without cause. The role supports budget management, operational planning, expenditure control, purchasing, inventory oversight, financial operations, and contract administration. Work is performed in an office environment and may require travel from site to site.

Requirements

Bachelor’s degree in Public Administration, Business Administration, Business Management, Finance, Public Finance, or a related field from an accredited college or university, or qualifying experience substituted year for year; equivalent combinations of education, experience, and training may be considered.
Two years of procurement experience in a moderate- to large-scale public-sector institution.
Some experience in government accounting, budgeting, and internal and external auditing work.
Ability to perform financial analysis and evaluate budget requests to make recommendations for budget preparation and monitoring.
Knowledge of general management and administrative analysis principles, practices, procedures, and techniques.
Knowledge of modern budgeting principles and practices, and some knowledge of municipal funding processes, cost accounting, financial planning, budget procedures, and the City budgeting system.
Knowledge of data-processing applications related to accounting.
Considerable knowledge of office practices and procedures and ability to operate office equipment, computers, and office software systems.
Ability to use Microsoft Office products, including Word, Outlook, Excel, Access, and PowerPoint, and applicable organizational software.
Some knowledge of formal and informal bidding processes; municipal property control and management; applicable regulatory requirements; and public-sector contract-administration practices for services and commodities.
Critical-thinking skills for issue resolution and process-improvement recommendations.
Ability to exercise independent judgment, solve complex problems, and work independently with minimal direction.
Ability to adapt to changing work environments, competing demands, frequent changes, delays, or unexpected events.
Ability to explain, demonstrate, and train others on laws, standards, and best practices in contract administration.
Ability to use sound judgment and maintain confidentiality regarding sensitive information, records, and reports.
Ability to establish and maintain effective working relationships with the public, coworkers, elected and appointed officials, and people from diverse backgrounds.
Integrity and a high sense of personal and professional ethics.

Nice To Haves

Experience developing specifications for complex equipment acquisitions and complex construction contracts.

Responsibilities

Assist with management of the department’s budget, procurement, and contractual needs.
Assist with the department’s five-year capital improvement plan and monthly and annual expenditures.
Assist in procuring materials, services, and equipment for the department.
Assist with grant applications and documentation when applicable.
Assist with daily departmental financial operations, including processing accounts receivable, billing, and recording for multiple sections.
Compile, prepare, analyze, and distribute special reports, including monthly revenue and expenditure reports.
Maintain the department’s contract and agreement database, including accuracy, requirements, and renewal terms.
May direct clerical personnel handling invoices, billing, purchase orders, requisitions, report reconciliation, and related clerical activities.
Assist with contract dispute resolution when issues exceed normal departmental contract-administration duties.
Monitor and audit compliance with contract provisions to ensure deliverables are received and value is obtained before payment authorization.
Help ensure contractor performance complies with contract terms, including required licenses, registrations, certificates, bonds, insurance, and other financial assurances or guarantees.
May analyze financial, procurement, and administrative procedures and recommend simplifications or efficiency improvements.
Analyze purchase orders to determine requirements.
Maintain records and submit reports on work-project status.
Help ensure compliance with City code and procurement policies by reviewing and monitoring procurements conducted by designees, departments, or officials.
Review and approve departmental bids, including telephone/fax, written, and informal bids, as well as items requiring council approval.
May prepare requests or memoranda for Council authorization.
Provide general assistance to the Utilities Budget and Contract Manager and perform other related duties as required and directed.