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Title: Contract Administrator

Organization: Financial Services

Department: Purchasing

Location: Financial Services City Hall

Rate of Pay: $57,372.12

Job Summary

The Contract Administrator is under the direct supervision of the Procurement and Contracting Manager, and will be responsible for the preparation, processing, maintaining and finalization of contract and agreements in our city. The Contract Manager will provide innovative procurement strategies, assist the Procurement and Contract Management Division in the preparation of solicitations of contracts and will provide technical expertise and assistance to all City Staff related to all contract agreements. The Contract Administrator’s role requires close collaboration with external contractors and vendors and will follow-up on contract negotiations and identify potential risks, and contracting close-out issues. In addition, the class is responsible to assure compliance with local, state, and federal laws and regulations and update information on all city procurement contracts.

Competencies

Contract Management
Project Management
Effective Communication
Time Management
Ethical Practice
Critical Thinking
Relationship Management

Key Functions/Knowledge/Skills

• Develops and manages the City of Brownsville’s contracts in accordance with the policies and procedures established.
• Establish procedural contract and/or project management techniques for all contractual processes from preparation to finalization.
• Performs supplemental research to support proposals and contract development.
• Assure accuracy and appropriateness of contract language.
• Collaborate with key stakeholders in negotiations and decisions involving contract standards and cost agreements.
• Maintain deadlines on deliverables and communicate with departments, vendors, and contractors.
• Review contractual performance of parties to ensure compliance and mitigate contractual liability.
• Develop contract analytics to identify industry standard trends and execute negotiation strategies to identify potential risks and contract close-out issues.
• Collaborate with key stakeholders with negotiation, terminations, and renewals of contracts.
• Guide and assist the City of Brownsville with any procurement contract or procurement inquiry.
• Excellent relationship management skills, both one-on-one and group situations.
• Performs related duties and special procurement projects as assigned.
• Post-award meeting & receive acquisition plan from Contract Developer.
• Send Contract to vendor
• Obtain Payment & Performance bonds.
• Create contracts in Logos & input contract items.
• Upload contract documents to logos.
• Set reminders of annual/milestones evaluations & renewal options.
• Notify end-user departments of contract documents completion.
• Liaison for vendors for all matters pertaining to the contract.
• Conduct contract risk assessment.
• Managing & documenting any changes to the contract through the amendment process authorized by the terms of the contract.
• Obtain documentation from the end user departments responsible for receipt that inspection and approval have been completed.
• Identifying and resolving disputes with vendor in a timely manner
• Perform contract closeout process.
• Monitor Term Contract List for expiration/renewals City wide.
• Performs other duties as needed.

Minimum Education & Experience

Master’s degree, or bachelor’s degree in, accounting, business, finance or related field. Plus two years of experience.

Special Certifications & Licenses

Valid Texas Driver’s License.
Ability to obtain the Certified Texas Contract Manager in the first six months of employment.

Independence & Judgement

Noticeable judgment; must plan for long-term; must recognize and resolve problems and situations through appropriate means applying specific types of procedures to issues without indicated guidance or destination, addresses issues that need attention, etc.; involves freedom in selection of work methods among approved routines, setting of priorities, or sequencing of tasks within established schedules.

Initiative & Ingenuity

General guidelines: requires a lot of interpretation and non-standard responses to varied situations; have to figure out where to go for answers.

Supervisory & Responsibility

Does not supervise.

Financial Responsibility

Does not deal with money.

Level & Frequency of Outside Contact

Lots of contact with highly varied groups involving sensitive or difficult interactions that require persuasion and negotiations.

Physical Demands

Office job with little or occasional light physical effort.

Responsibility for Equipment & Property

Responsible for use of equipment/property such as office equipment, supplies, etc., which are used in office.

Working Conditions

Office job, no adverse conditions.

Other Requirements

The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and a physical examination and a Background Check.

ADA Requirements

The City of Brownsville is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Benefits

The City of Brownsville participates in a generous retirement plan with retirement opportunities available at 5 years of service at age 60 or 20 years of service at any age. The City has an exceptional employee and family medical, dental, life insurance plan and vision plan for employee only with MetLife for those enrolled with health insurance. The City has partnered with Frontier Clinic at zero cost to employee and dependents under the health insurance. Pet supplemental insurance is offered as an employee contribution only. Employees may also contribute to deferred compensation plans from Equitable and supplemental insurance plans from AFLAC and Colonial Life. Full time employees have the opportunity to accumulate 10 sick days and 15 annual days per year. City of Brownsville offers Parental Leave concurrent with FMLA for qualifying employees. The City offers longevity pay and 100% Tuition Assistance capped at $5,000 yearly. Additionally, the City of Brownsville observes 14 holidays annually and two (2) floating holidays.

EEOC Statements

The City of Brownsville does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.