Contract Administrator

At the City of Plano, our values make us who we are and guide us as we SERVE our city. As members of Team Plano, our organizational Values (what is most important to us) make up the acronym, SERVE (Stewardship Engaged Respectful Visionary Excellence).

The City of Plano Procurement department is looking for a critical thinking team player that is resourceful, committed to a high level of service, and comfortable working in a high-volume fast-paced environment. This role will work closely with multiple assigned internal departments and their assigned Contract Management team. The contract administrator role reports to a Purchasing Agent who supervises the team, which consists of 4 contract administrators.

The ideal candidate will have previous construction procurement experience and to approach our work as an opportunity to SERVE. At the City of Plano, our values make us who we are and guide us as we SERVE our city. As members of Team Plano, our organizational Values (what is most important to us) make up the acronym, SERVE (Stewardship Engaged Respectful Visionary Excellence).

As a valued Team Plano member, you will receive numerous benefits:

• Comprehensive medical, dental, vision plans
• membership in the Texas Municipal Retirement System (TMRS), in which the City matches contributions 2:1 upon retirement
• Up to three weeks of paid vacation
• Up to three weeks of sick leave per year
• Nine paid holidays
• Tuition Assistance
• Free recreation center membership
• And so much more! Learn about our benefits here!

Every person matters. Every Job has a purpose. Together we make a difference. Join Team Plano!

• This position entails in-office presence Monday through Friday, 8:00am - 5:00pm. Unfortunately, remote work is not an option.

Summary of Duties: Under general supervision, the Contract Administrator is responsible for coordinating the contract management division’s contracts. This position is responsible for the specification review, bidding process, contract administration of bids and contracts, from inception through termination, and assigned day-to-day standard buying for the purchase of supplies, services and materials for selected City departments as directed. The incumbent monitors and resolves contract performance issues to include cure notices, contract changes, and dispute resolution of City-wide contracts. Serves as a liaison between City of Plano departments to coordinate and provide contract management activities for assigned projects. Oversees the implementation, tracking and closeout of assigned projects as well as those which have a beginning, end and specified deliverables.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Solicits bids by coordinating the bid and award process with user departments, Legal, Risk Management and selected Cooperative Purchasing Groups.
• Attends bid openings, documents and evaluates vendor responses and prepares and distributes bid tabulations.
• Evaluates and analyzes bid responses and works with user departments on recommendation for bid award.
• Maintains contract and insurance files.
• Coordinates with departments and contractors; develops and maintains relationships; mediates and resolves contractual issues; offers solutions to problems; solicits new vendors; facilitates meetings and answers questions; provides assistance in gathering information and resolving contract and other issues.
• Ensures maximum value for expenditures by negotiating contracts, conducting market research, providing cost and price analysis, adhering to and implementing regulations and policies, and documenting contract activity.
• May coordinate performance measures that can be directly tied to the contract to evaluate vendor performance and adherence to contract provisions.
• Evaluates contractor performance for compliance to contract terms and conditions by monitoring performance, reviewing contractor performance evaluations, discussing performance evaluations with contractors, and coordinating and resolving contractual issues.
• Maintains contract database by creating and updating the status of existing contracts and any other pertinent information.
• Functions as a subject matter expert in providing advice and expertise in managing processes, contractual matters, and customer/supplier performance issues.
• Assists staff in developing negotiation strategies, assists with and/or conducts negotiations on contract prices, terms and conditions, modifications and change orders.
• Identifies potential problems and presents desirable solutions to ensure timely and cost-effective delivery.
• May work with and assists any “user” departments to develop a detailed summary and project plan to identify needed staff, specific goals, work steps, tasks, and budgeting for a specific project.
• Regular and consistent attendance for the assigned work schedule is essential.

Marginal Duties:

• Performs other duties as assigned.

Typical Decisions: Conducts assigned day-to-day buying activities for assigned departments. The incumbent determines appropriate method of procurement, analyzes, negotiates, and monitors procurement contracts in accordance with established terms and conditions. The incumbent monitors performance measures of specified contracts and resolves contract disputes. The incumbent conducts assigned day to day activities as they relate to project implementation in a timely manner, resolves or escalates conflicting issues to the appropriate staff. The incumbent may make recommendations for department resources based on project and department needs. Makes recommendations regarding appropriate course of action when resolving contract administration issues and develops closeout identifying lessons learned.

Minimum Qualifications:

Knowledge of: Public purchasing principles, practices, and methods; product descriptions and specifications; material markets and price trends; public purchasing laws, policies, and procedures and how they affect government contracts; business practice and supply source selection; project management theories and methodology.

Skill in: Evaluating contractor performance according to requirements; composing contract verbiage which accurately conveys specific terms and conditions required; negotiating contracts and resolving disputes; communicating effectively both verbally and in writing; identifying, analyzing, and solving problems using a high degree of independent judgment and personal initiative; managing projects and with the use of project management tools.

Education: Bachelor’s degree in Business, Accounting, or related field preferred.

Experience: Three (3) years of experience in public procurement which included public contracting and contract negotiations.

Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements

Licenses and Certifications: Must possess a Professional Purchasing Certification (CPPB) or equivalent, or obtain certification within one (1) year of appointment.

Conditions of Employment: Must pass a drug test, criminal history background check, periodic CJIS background check (for positions requiring access into Police buildings) and social security number verification check.

Physical Demands and Working Conditions: This is primarily an office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Equal Opportunity Employer - EOE/M/F/V/D

Open positions are subject to close without notice.