Contract Administrator I or II

Contract Administrator I

JOB SUMMARY

Supports the Contract Administration team with contract proposal preparation, contract and supplier negotiations including terms and conditions, administration of major contracts, supplier management and collaboration with other departments while adhering to Sewer District contracting standards. Maintains the contract database and associated files, including renewals in conformance with appropriate standards, policies, procedures and applications. Responsible for the execution of work orders, requisitions and receiving processes. Performs other duties of a similar nature as may be required.

ESSENTIAL FUNCTIONS

Contract Bid Process Responsibilities:

• Follows and executes the contract bid and quote process, including preparation of bid packages. Generates contract/change review documentation. Reviews customer specifications and government regulations.
• Organizes and participates in both formal and informal reviews of proposal drafts. Reviews contract documentation with proper personnel to ensure that it meets the operation needs of all stakeholders in the project.
• Assembles accurate contract asset lists and official contract/correspondence files.
• Collects and assembles templates and procedural documentation to support the Sewer District in negotiating contracts, including pricing and terms and formulating policies with suppliers and vendors.
• Prepares bids, process specifications, progress reports and other information as required. Compiles data for preparing estimates during the contract process.
• Assists with generating requests for qualifications and Requests for Proposals for related professional services. Interfaces with Sewer District departments as necessary to assist with contract and/or proposal processing and to obtain required approvals.
• Participates in the communication process during the review stages of the proposal document. Attends progress, pre-bid and pre-construction meetings.

Contract Administration:

• Responsible for the execution and review of invoices, work orders, requisitions, receiving processes, statements and contractor billings during the contract and prior to payment and closure. Resolves discrepancies with inaccurate and/or overdue invoices.
• Assists in the development and maintenance of contract management instruction policies, procedures and work instructions. Reviews documentation with proper personnel to ensure that it meets Sewer District needs.
• Maintains accurate contract and/or proposal tracking records and files in accordance with Sewer District standards, to include record retention and storage.
• Maintains contract database entries, keeping current with new contracts that are processed and/or executed. Assist with contract renewal review process to ensure no gaps in coverage.
• Generates reports in Sewer District databases to assist with overall contract administration.

Contractor Oversite Responsibilities:

• Manages dispatching of contractors to perform services in a timely and accurate manner to meet the needs of the Sewer District.
• Monitors contractor performance to ensure work conforms to contract requirements and specifications through verifying with filed staff and/or performing field verification.
• Coordinates with appropriate supervisors and/or any relevant municipalities to resolve any discrepancies identified with contractor work performed. Documents any non-conformance and makes recommendations for improvement.
• Analyzes market and delivery system to assess process and cost improvement opportunities. Tracks and analyzes contractor performance and compliance.
• Participates in and provides support for initiatives such as supplier enablement, contract management, project management, problem resolution and customer support.
• Performs other duties of a similar nature as may be required.

Contract Administrator II

JOB SUMMARY

Manages contract proposal preparation, contract and supplier negotiation including terms and conditions, administration of major contracts, supplier management and collaboration with internal departments. Manages the contract database and all associated files, including renewals in conformance with appropriate standards, policies, procedures, and applications. Maintains official contract/correspondence files and monitors department performance for conformance to original proposals. Generates contract/change review documentation. Acts as advisor regarding customer specifications and government regulations. Performs other duties of a similar nature as may be required.

ESSENTIAL FUNCTIONS

Contract Bid Process Responsibilities:

• Represents the Sewer District in negotiating contracts, including pricing and terms and formulating policies with suppliers and vendors.
• Generates requests for qualifications and Requests for Proposals for related professional services.
• Interfaces with the Sewer District departments as necessary to facilitate contract and/or proposal processing and to obtain required approvals etc.
• Organizes, conducts and participates in both formal and informal management reviews of proposal drafts. Reviews contract documentation with proper personnel to ensure that it meets the operation needs of all stakeholders in the project.
• Prepares bids, process specifications, progress reports and other information as required. Compiles data for preparing estimates during the contract process.
• Facilitates the communication process during the review states of the proposal document. Attends progress, pre-bid and pre-construction meetings.
• Manages contract renewal review process to ensure no gaps in coverage.
• Assists in the procurement for high-level and/or high-risk projects.

Contract Administration:

• Performs primary contract administration duties for major contracts including negotiation, correspondence, documentation, certification, financial reporting and product delivery for major contracts. Writes specifications for repairs and upgrades, with input from the appropriate personnel.
• Develops, implements and maintains contract management instruction policies, procedures and work instructions. Maintains pricing and contract templates.
• Maintains accurate contract and/or proposal tracking records and files in accordance with Sewer District standards, to include record retention and storage.
• Manages contract database entries, keeping current with new contracts that are processed and/or executed.
• Reviews invoices, statements, work orders and contractor billings to monitor compliance for approval. Reviews modifications, extensions and contract closeout documents for approval. Actively participates to resolve supplier/contractor grievances, claims, etc.

Contract Oversite Responsibilities:

• Assists with procurement of outside contractors, including the developing consultant short lists and Request for Proposals (RFP), review of the contractor proposals and recommending award of consultant contracts.
• Monitors contractor/supplier performance. Coordinates with the appropriate supervisors and/or any relevant municipalities to ensure work conforms to contract requirements and specifications during the contract and prior to payment and closure. Documents and non-conformance; makes recommendations for improvement.
• Participates in and provides support for initiatives such as supplier enablement, contract management, project management, problem resolution and customer support.
• Analyzes market and delivery system to assess process and cost improvement opportunities. Tracks and analyzes contractor performance and compliance.
• Performs other duties of a similar nature as may be required.

MINIMUM JOB REQUIREMENTS

EDUCATION

- Candidate must possess an associate degree, preferably in Business Administration or related field.

- Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.

EXPERIENCE

Candidate must possess (1) one year of contract administration experience in an engineering, maintenance, utility environment or similar industry, including a combination of the following; best practices, vendor selection, contract negotiation, asset management, resource allocation, recordkeeping, reading blueprints and diagrams, contract development, contract standards, procedural documentation, renewals and contract language.

OTHER REQUIREMENTS

KNOWLEDGE, SKILLS AND ABILITIES

- Candidate must possess basic knowledge of administrative, project management, resource allocation, contract administration, basic business law and legalities for successful contract administration.

- Candidate must possess knowledge of best practices in an engineering or utility environment or similar industry, including a combination of the following; best practices, vendor selection, contract negotiation, asset management, resource allocation, recordkeeping, reading blueprints and diagrams, contract development, contract standards, procedural documentation, renewals and contract language.

- Candidate must possess knowledge of municipal bidding and contract procedures and EPA's NPDES permit requirements.

- Candidate must possess effective written and verbal communication, organizational skills and decision-making abilities.

- Candidate must possess the ability to successfully build and sustain positive and collaborative working relationships with a broad range of stakeholders, contractors, community, government personnel and customers and the ability to provide high quality service.

- Candidate must possess the ability to effectively use progressive project and/or contract management techniques to successfully initiate and manage contracts through to completion on time and on budget; these skills shall be further developed during the course of employment within the position.

- Candidate must be detail-oriented and capable of managing large amount of data, maintain detailed comprehensive records, analyze and organize information, have effective project and time management skills and be well organized.

- Candidate must possess negotiation and conflict resolution skills to address issues and opportunities for improvement with diverse groups.

- Candidate must be proficient in Microsoft Office Suite including Word, Excel, Access, Outlook and PowerPoint.

PHYSICAL AND MENTAL REQUIREMENTS

During the course of performing the essential functions of this position the employee must be able to compile, compare, copy, compute, analyze, synthesize, coordinate, instruct and negotiate. Ability to communicate while exhibiting strong interpersonal skills is required. Physical work will need to be performed, such as standing, sitting, walking, reaching fingering, talking and hearing. Ability to lift up to 10 lbs. on an occasional basis. Position will require visual demands of near acuity, far acuity, depth perception, color vision and accommodation. The position is primarily office work; however, the position requires visiting Sewer District sites up to 10% of the typical workday. While working in the field the employee may be exposed to extreme weather, wet and/or humid conditions and confined/restricted working environments.

Pay Range: USD, Commensurate with Experience

Contract Administrator I: $62,540 - $78,175

Contract Administrator II: $65,482 - $81,854

Our Equal Employment Opportunity Statement

Our Accessibility Statement

Our Education Equivalencies Policy

Our Employee Benefits & Wellness Programs
We offer a comprehensive employee benefits package including Health Insurance Coverage, Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans), Flexible Spending Accounts, Employee Assistance Program, Free Parking at our facilities, Corporate Discounts, and more! We also have an active Health & Wellness Program that promotes a life/work balance.

NEORSD supports the use of hybrid work as a way to help attract and retain talented individuals in public service, increase worker productivity and better prepares the agency to operate during emergencies. This position may be authorized for hybrid work. hybrid eligibility will be discussed during the interview process.

DISCLAIMER: The information outlined in this job description indicates the general nature and type of work performed by employees within this classification. It is not intended to provide a comprehensive inventory of all duties, responsibilities or competencies required of employees within this classification.