Contract/Grant Administrator Senior (WWS) Business Operations Division

NOTE: Announcement is open until a sufficient number of applications are received and may close at any time.

Water and Wastewater Services Business Operations Division is seeking an experienced Senior Contract Administrator to coordinate and manage all aspects of assigned purchasing and contracting functions to maintain service level contracts and performs assigned project coordination activities from project initiation to closeout. This role will work independently to perform specialized work developing specifications, managing and overseeing contracts, and performing procurement/contracts related functions. This position will be responsible for assigned contracts for buildings and grounds maintenance, renovations, and improvement projects and will require experience and expertise in managing complex contracts/procurements.

General Description
This position works independently, under limited supervision, reporting major activities through periodic meetings, and performing lead work to coordinate/administer procurements, contracts, and contract management functions. The ideal candidate will demonstrate professional experience in managing contracts and maintenance service contracts. This position is not currently involved in grants or leases. The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the job as necessary.

Perform contract development, management and compliance activities as follows: Develop contract specifications and requirements and all necessary supporting documentation. Work with all stakeholders throughout the procurement process. Monitor contractual services and follow up with stakeholders to ensure contract obligations are met. Maintain WWS Comprehensive Contract Tracking Report and provide regular status updates. Inspect contractual work out in the field and check on condition of facilities and grounds to ensure contract compliance. Review contract performance against contract requirements; understand and interpret contract requirements; prepare contract amendments, renewals, rebids, threshold increases, and all compliance requirements; and provide guidance to stakeholders on contractual matters. Investigate and handle customer complaints. Prepare requisitions and other related procurement documents for parts, supplies, and service requirements.

Perform improvements project coordination functions as follows: Administer project documentation from project initiation through project completion including but not limited to preparing and/or processing memos, budget transfers, change orders, amendments, bid documents, bond reviews, etc. Administer Job Order Contract (JOC) work orders from project creation through project completion, including related software. Provide leadership, guidance and review procurement and contract documents as assigned. Provides assistance and training of agency staff and contracted service providers. May oversee section's training program and or deliver training and outreach opportunities as needed. Participate in fiscal year-end and new year activities as assigned. Provides professional level staff assistance to administrative superiors or division heads, prepares complex reports, advises on matters pertaining to assigned contracts, provides recommendations, prepares presentations, and communications as assigned. Serves as a back-up within WWS Purchasing section as required. Perform other related work as assigned. Utilize software, such as PeopleSoft, Maximo, Contracts Central, Legistar, Master Agreement Renewal System, Job Order Contracting Software (e.g. eGordian), Microsoft Office, etc.

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.

Negotiates contract agreements; assists and advises on matters pertaining to contracts or projects assigned; provides administrative liaison among various County operational and administrative functions related to assigned contracts.

Reviews contracts, leases and agreements to determine risk exposure, and establishes insurance coverage needs, contractors and vendors; including binding document approval signature.

Provides ongoing contract administration projects for the section; reviews, understands, interprets, trains, and provides technical assistance on Federal laws, policies, regulations, statutes and technical manuals; provides professional level staff assistance to administrative superiors or division or department head in specially assigned areas of operation.

Oversees the process of property damages and personal injury claims to their final resolution, through investigation, processing, and settling liability claims; manages and oversees special contracts, grants, and projects for administration; acts as project or lead-worker responsible for monitoring and evaluating activities.

Writes specifications that assist with developing procurement solicitation documents and monitors all procurement activities of a project which has operational responsibilities of a major scope until product is delivered.

Provides professional level staff assistance to an administrative superior, division or department head in specially assigned areas of operation; assists and advises on matters pertaining to programs or projects assigned; develops contractual documents for compliance with Federal and County program standards including contracts and amendments, and grant applications; documents commission meetings.

Reviews contractual performance data, utilization, expenditure of funding, number of clients served, performance measures for contractual agreements; reviews/monitors master agreements, grants, agreements for compliance, amendments, audit reports, etc.

Works with relevant departments and divisions to review bid drafts, bid responses, status updates, and any additional information requested to complete processes.

Trains and evaluates the performance of assigned staff; including approval of request for time off, and the resolution of any concerns or complaints.

Completes special projects, ad hoc reports and other special assignments.

Performs related work as assigned.

Physical Demands

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

Competencies

• Manages Complexity

• Balances Stakeholders

• Resourcefulness

• Plans and Aligns

• Ensures Accountability

• Communicates Effectively

• Organizational Savvy

• Courage

• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.
• Customer focus: Building strong customer relationships and delivering customer-centric solutions.
• Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Values differences: Recognizing the value that different perspectives and cultures bring to an organization.