Job Details

Contract Administrator

The Contract Administrator performs senior-level highly complex work. The position has limited supervision, and considerable discretion. Responsible for managing solicitations and contracts (traditional and cooperative) by enforcing Texas statues, City policies and ordinances, and sound business practices, as well as addressing complex contract issues, drafting contracts, monitoring agreements, and initiating new contracts. This position does not currently have direct reports, but based on the current/future structure of the Finance Department, it has the capacity to oversee staff in the future.

Essential Duties & Required Qualifications

Oversees or prepares the scope of work, specifications, and conditions for new contracts, leads negotiations, and prepares contracts.

Distributes and tracks annual contracts, creates databases to track contracts, updates database information to reflect new and modified purchases, and creates reports from the collected data.

Negotiates contract terms and conditions with external vendors to obtain favorable solutions.

Coordinates the processing of contract documents to ensure that management understands and authorizes contract terms.

Responsible for working to resolve contract performance issues and disputes. Consults with Legal and appropriate City leaders in the resolution of legal problems associated with contracts.

Prepares, reviews, and coordinates contract correspondence and other materials needed for the City Council's approval and amendments.

Responds to citizen and vendor inquiries regarding contracts and the related projects.

Calculates contract increases based on the Consumer Price Index, and processes contract renewals.

Interprets policies, procedures, and regulations to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements.

Creates and amends the City's public contracting rules, policies, and procedures when needed.

Provides input on contract budget; recommends budget at locations for proposed contract agreements and provides budget forecast information. Propose alternative options when needed.

Performs other related duties as assigned.

Required Education and Experience:

• Bachelor's degree from an accredited college or university in Business, Public Administration, Finance, Accounting, or a closely related field, AND a minimum of four years full-time related experience administering contracts at a city, county, or state entity.
• OR
• High school diploma or its equivalent, AND a minimum of eight years of full-time related experience administering contracts at a city, county, or state entity.

Certificates, Licenses, Registrations:

• Valid Texas Driver's License or equivalent from a U.S. state.

Preferred Education and Certifications:

• One of the following current/active certifications: Certified Professional Contract Manager (CPCM), Certified Texas Contract Manager (CTCM), Certified Public Procurement Buyer (CPPB).
• Experience working with Incode Tyler Technologies.
• Experience working with Bonfire Procurement Software.
• Experience working in Civic Plus.
• A master's degree from an accredited college or university in Business, Public Administration, Finance, Accounting, or a closely related field.

Knowledge, Skills & Abilities

• Understanding of Texas Local Government Code, Chapter 252.
• Understanding of contract regulations and municipal purchasing.
• Ability to follow detailed verbal and written instructions.
• Ability to read and interpret documents such as contracts and procedure manuals.
• Ability to communicate with other employees and the public in a courteous and diplomatic manner.
• Skill in handling multiple tasks and prioritizing.
• Analyze situations and adopt quick, effective, and reasonable courses of action.
• Knowledge of methods and techniques for record keeping and report preparation and writing with proper punctuation, spelling, and grammar.
• Skill in directing the activities of a complex and diverse organization.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Ability to plan strategically.
• Ability to develop and maintain effective working relationships with City employees, the public, elected officials, and boards and commissions.

Physical Demands & Additional Information

While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands to handle and feel items, reach with hands and arms, talk, and hear. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. Must be able to lift or move 10 lbs. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be considered.