Contracts and Administrative Coordinator

NOTE: There are also secondary functions that the employee will be required to perform.

• Receives and reviews proposed contracts for conformance, compliance, and adherence to company policies, procedures, ordinances, and regulatory standards; provides recommendations for text additions and modifications as necessary.
• Drafts proposed contract language to conform and comply with company standards and requirements that best meet company needs and intent for procured services and commodities.
• Reviews contracts, agreements, memorandums of understanding, and related contractual documentation to ensure objectives, services, commodities, and deliverables comply with company intent.
• Monitors and evaluates adherence to contract provisions for the purpose of ensuring full receipt of deliverables prior to payment authorizations.
• Ensures contracts performance are in accordance with the terms and conditions of the contracts and agreements, including providing proof of licensure, registrations, certificates, bonds, insurance, and other financial assurances and guarantees.
• Conducts departmental assessments of the contracts' administration process to determine the need for modifications to contract terms and conditions based on business needs.
• Compiles and maintains active vendor / contractor information; ensures filing of all required documentation with appropriate local / state departments.
• Develops and implements contracts' monitoring, metrics, and reporting processes to facilitate review, evaluation, and reporting on status / progress regarding company agreements.
• Assists and participates in all other aspects of the department's procurement functions as needed or directed.
• Provides information, assistance, and technical expertise to internal departments, vendors, contractors, and the public; responds to questions, concerns, or complaints; research problems and initiates problem resolution.
• Prepares various reports, analyses, and statistics for tracking performance demonstrating compliance, and responding to audits and management requests.
• Tracks and monitors the timeliness of all contractual / agreement processes. Continually improves processes to streamline for efficiency, improving the experience for internal and external customers.
• Assumes management and supervisory duties in the absence of the Department Manager.
• Performs special assignments and other related work, as required.

Graduation from an accredited college or university with a Bachelor's Degree in Business Administration, Public Administration, Judicial, Procurement, or other related area of study. Five (5) years of progressively responsible experience in public purchasing and procurement functions and / or contract administration. Experience in the use of Microsoft Office is essential, demonstrated by achieving a score of at least 70% in basic Excel, 80% in basic Word, and 70% in PowerPoint.

When considering new job applicants, a comparable amount of training and experience may be substituted in lieu of some of the minimum qualifications.

• Ability to incorporate and employ on a continuous basis: initiate change, creativity, collaboration, pride and accountability.
• Knowledge of applicable federal, state, and local regulatory laws, standards and requirements regarding public purchasing and procurement functions.
• Knowledge of the principles and practices utilized in contracts' administration for procurement of public sector services and commodities.
• Ability to operate a computer using Microsoft Office products (Word, Outlook, and Excel) , and applicable organizational software.
• Ability to articulate, demonstrate and train others concerning current laws, standards, and best practices as applied to contract administration.
• Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work.
• Ability to exercise sound judgement and maintain confidentiality regarding critical and sensitive information, records, and reports.
• Ability to regularly attend work and arrive punctually for designated work schedule.
• Ability to communicate effectively verbally and in writing.
• Skilled in critical thinking for issues resolution and process improvement recommendations.
• Skilled in adapting to a changing work environment, competing demands and ability to deal with frequent change, delays, or unexpected events.
• Skilled in working independently and following through with assignments with minimal direction.