Contracts Administrator

This is a Full-Time, mid-level professional position, under the direction of the Purchasing Manager in the Financial Services Department, Purchasing Division. 
 
The individual will primarily be required to perform the necessary procurement-related tasks that will facilitate the drafting, issuance, receiving, reviewing, negotiating, and administering of various contracts (thru final closeout) in accordance with applicable policies and procedures.
 
This individual will also facilitate year-end closings, assist in the administration of the City’s procurement card program, and perform any other tasks that will expedite the procurement of goods and services for use by the City.PROCUREMENT-RELATED TASKS

• Develop and utilize the appropriate procurement methodology to solicit competitive pricing (i.e., formally, and informally), for goods and services in accordance with the City’s Procurement Policy and the applicable State of Texas Bid Laws.
• Work collaboratively with user departments to develop and issue the appropriate procurement methodology for the required goods and services.
• Identify internal historical usage and spending patterns to leverage the procurement of goods and services.
• Receive, review, and analyze responses for goods and services, and utilizes business acumen to make award recommendations that are in the best interests of the City.
• Ensure diverse businesses (i.e., Minority/Women-owned, Small Businesses) have an opportunity to participate in the solicitation process.  
• Facilitate procurement-related meetings with perspective Firms and internal stakeholders to review offers submitted to the City.

CONTRACTS
 

• Issue correspondence to expedite the development and execution of contracts.
• Review the terms and conditions of offers to determine whether their acceptance is in the best interests of the City.
• Take the necessary steps to mitigate risk.
• Work collaboratively with user departments and the Legal Department to resolve contract-related issues.
• Ensure the timely dissemination of contract-related information to all stakeholders.
• Track the issuance of change orders and expenditures against a contract for compliance purposes.
• Maintain correspondence to document the history of a contract
• Use existing software (i.e., MUNUS), to monitor, manage, and effectively administer contracts. 

MUNIS

• Administer Change Orders
• Train employees on MUNIS
• Verify requisitions are created correctly
• Perform Vendor Maintenance

(E.g., Create a new vendor record, or update their profile.)

• Develop and analyze Spend Reports
• Participate in year-end-closing activities
• Ensure new vendors submit the required documentation
• Assist the Finance Department with the issuance of 1099’s

 
P-Card

• Interface with the Bank, & maintain accurate P-Card Files
• Aid in the resolution of P-Card issues
• Produce and analyze P-Card Usage Reports 
• Assist in the administration of the City’s P-Card Program
• Provide customer service to employees relative to P-Cards

 
Miscellaneous

• Respond to public information requests
• Facilitate the auctioning of City surplus items
• Verify Pre-Travel and Post-Travel Reimbursement Forms
• Maintain an Active Contract Roster & other procurement files
• Process Payment Request Forms & Manage City’s business accounts
• Participate in the City’s Small Business & vendor outreach events, & educates vendors on how to do business with the City
• Perform other duties as may be required & subject to 24-hour recall.
• Accurate when entering data
• Able to manage multiple tasks
• Independently resolves open items
• Exceptional customer service skills
• Strong work ethic and attention to detail
• Performs work with a demonstrated sense of urgency accepts constructive feedback, and seeks self-improvement
• Experience with Microsoft Office Suite required, and MUNIS preferred
• Prior experience working in a Purchasing or Procurement Office for a public entity or non-profit organization preferred.

A bachelor’s degree in Finance, Accounting, Business Management, Public Administration, or a closely related field from an accredited college or university and a minimum of five (5) years of related professional experience as a contract analyst, administrator, or with progressively responsible experience in the development, coordination, and management of contracts in a municipal environment preferred. Experience and knowledge in the preparation, administration, and negotiation of government contracts and procurement practices are preferred.
 
Certification as a CTCM, CTCD, CPPB, or CPPO desired.
 The Department of Human Resources & Organizational Development may consider an equivalent combination of education, training and/or experience

Salary : $66,081 - $82,601