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Job Description
| SENIOR CONTRACT ADMINISTRATOR |
Job Code: 8015
Pay Grade: 018
FLSA Status: Exempt
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| General Functions |
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This position performs advanced professional and administrative duties in the review, analysis, formulation and enforcement of formal written contractual agreements for the County’s professional service, goods & services, and construction projects.
An employee in this position is responsible for ensuring the County’s contractual procedures are functioning to ensure effective and efficient control of governmental contracts in accordance with current Federal, State, and County laws and regulations. Work involves the review and analysis of the contractual operation of department/division and agencies under the control of the Board of County Commissioners.
Work is performed using independent judgment under limited supervision of the assigned supervisor and is reviewed through meetings, conferences, reports and results achieved.
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| Representative Duties /Assignments |
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Duties may vary based on area of assignment.
- Formulates and prepares Requests for Proposal (RFP) for Professional Services and Invitation for Bid for construction and capital improvement contracts.
- Investigates and reviews certification applications in accordance with department standards and regulations, as well as ordinances based on area of assignment.
- Coordinates meetings with agencies who are requesting funding along with board members, provide training and guidance to agencies and board members on the proposal, fund distribution process, and scoring tool of the RFP.
- Schedules and participates in pre-bid/proposal conferences, meetings, workshops and/or oral presentations.
- Formulates and prepares Board agenda items, construction contracts, contract amendments, task authorizations, and change orders.
- Reviews, provides comments for, and approves procurement packages to include specifications, drawings, funding data and other technical information to ensure that requirements are clear and contractually feasible.
- Evaluates construction bids and proposals to determine most responsive and responsible submittal. Evaluates professional services proposal responses, pricing data, scope of services and contract terms.
- Evaluates bids and proposals to determine Minority /Women Business Enterprise (M/WBE) participation.
- Provides assistance to firms on Good Faith Effort Requirement, Compliance Reporting and Bid evaluation results.
- Monitors projects by reviewing workforce report, monthly or quarterly prime contracts or consultant reports, final utilization report, and majority subcontractors/supplier reports. Verify payments to M/WBE firms.
- Serves as division liaison for welfare and displaced workers.
- Serves as division liaison for registering service disabled veterans.
- Serves as division representative in meetings with professional service firms on selection criteria and evaluation process. Interacts with consultants, contractors, vendors and using divisions on document preparation, policies and procedures.
- Reviews negotiated change orders to track percent of contract price increase and reviews amendments/task authorizations and pay requests for conformance to contract terms and fees.
- Reviews and evaluates new certification applications and supporting documentation by conducting a desk audit review, requesting additional documentation, and closing files not meeting criteria.
- Conducts site visits and prepares corresponding reports for new certification applications.
- Maintains a certification database to track application statistics and compiles certification performance statistics.
- Maintains and updates contract log, construction award database, and/or trends analysis database.
- Assists with resolving conflicts with contractors and subcontractors.
- Reviews M/WBE sub-contracts to ensure proper language is included such as prompt payment provisions.
- Compiles data for M/WBE Advisory Board Committee.
- Formulates standard contract terms and conditions.
- Develops and maintains procedures and database for contract administration, monitoring, and tracking of professional service and construction contracts.
- Reviews insurance, bid bonds, performance and payment bonds to ensure and verify financial viability and solvency of insurers and sureties.
- Assists divisions in developing award criteria and negotiation of prices for professional service contracts.
- Attends community events and/or expos.
- Performs other related duties as assigned.
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| Minimum Qualifications |
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Bachelor’s degree from an accredited institution in Accounting, Finance, Business Administration, Public Administration or a closely related field and three years of experience reviewing, preparing and/or monitoring of procurement contracts, auditing financial/grant/service contracts, auditing and reviewing proposed contracts/grants, or monitoring and evaluating compliance; or an equivalent combination of education or experience.
Based on area of assignment, may be required to possess and maintain a valid State of Florida Driver’s License by date of hire.
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| Preferences |
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Certified Compliance Administrator (CCA) with the American Contract Compliance Association or a Certified Professional Public Buyer (CPPB).
Knowledge of the State of Florida’s compliance process for the Consultants’ Competitive Negotiation Act (CCNA).
Knowledge of State and/or County Government procurement and contract processes.
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4/22/2016
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