JOB SUMMARY

Manages the contract administration process for the procurement and execution of contracts for equipment, materials, supplies and services that support Operation & Maintenance (O&M) and other departments throughout the District to ensure consistency in the adherence to District policies and procedures. Manages other contract administration support personnel to ensure consistent service to ensure continuous operations. Works closely with O&M, Finance, Purchasing, Legal and other departments to ensure that all O&M contracts are procured within the policy and legal guidelines of the District. Works to bring continuous improvement to the contract administration process to maintain and improve the level of service provided to support O&M and the District. 

ESSENTIAL FUNCTIONS 

- Oversees contract administrators that support operations in developing and managing contract and procurement initiatives for goods and services and ensures proper execution of procedures throughout the life cycle of these contracts.

- Responsible for the creation and maintenance of policies, procedures and workflows used to facilitate the procurement and contract administration process. 

- Responsible the contract administration process from proposal creation to collaboration with others in negotiating terms and conditions of contracts. Presents and explains contract conditions and details to relevant involved internal departments, external stakeholders and assists the appropriate Director with contract recommendations to Board of Trustees for approval. 

- Manages procurement processes, timelines and budgets to ensure that contracts and services for budget centers are uninterrupted. 

- Ensures that proper documentation of receipt of goods and services is accomplished consistently to support Purchasing for payment, and that costs are applied to appropriate assets in the Computerized Maintenance Management System (CMMS). - Collaborates with Purchasing on contract proposals and procurement initiatives.

- Works with Legal, Purchasing and all relevant involved teams to ensure contracts are following internal and external policies and procedures.

- Maintains current contracts, updates existing contracts when legal changes are made, or policy changes are implemented.

- Monitors all contract deadline and conditions to ensure timelines are kept and all relevant payments or information has been met.

- Works with staff to monitor contract expenditures and inform management of potential cost overages.

- Works with Contract Compliance when issues arise with contractors or suppliers.

- Reviews and as necessary prepares high-level summary documents including Resolution Requests for the Board of Trustees, contract history, recommendations and proposed outcomes. 

- Provides guidance and oversite of budget as it relates to contracts.

- Leads continuous improvement projects on procurement and plant warranty processes and procedures. 

- Evaluates current resource capabilities and capacities against existing workloads and projects these conditions into the future to determine appropriate resources and skill levels required to meet the department’s annual work plan and objectives. 

- Evaluates and appraises the performance of employees by setting up standards of performance, in accordance with the District’s performance management system and checking work in process. 

- Performs other duties of a similar nature as may be required.

MINIMUM JOB REQUIREMENTS 

EDUCATION

Candidate must possess a Bachelor’s degree, preferably in Purchasing, Supply Management, Finance, Business Administration, Business Management or a closely related field.

EXPERIENCE 

Candidate must possess five (5) years of experience in contract management and/or procurement. Experience must include two (2) years of in supervising, managing and/or leading people, projects and/or processes. 

OTHER REQUIREMENTS 

LICENSURE AND CERTIFICATIONS 

Candidate must possess a valid driver’s license with a driving record in accordance with the District’s acceptable guidelines. 

KNOWLEDGE, SKILLS AND ABILITIES 

- Candidate must possess knowledge of principles and practices of purchasing and contract management and administration. Strong knowledge of inventory planning, forecasting techniques as well as systems and warehouse management.

- Candidate must possess inquisitive, detail-oriented, strong analytical skills, and an ability to problem solve is required. Strong oral and written communication skills as well as excellent interpersonal skills are required.

- Candidate must possess the ability to effectively manage multiple tasks and assignments in a fastpaced work environment. Written, verbal, and presentation skills are necessary to be effective. Proficiency with Microsoft Office software including Excel, Word and Access, and PowerPoint is required. 

PHYSICAL AND MENTAL REQUIREMENTS 

While performing the essential functions of this position the employee must be able to compare, compile, compute, analyze, copy, coordinate and negotiate. Ability to communicate while exhibiting strong interpersonal skills is required. Physical work will need to be performed, such as fingering, hearing, feeling and talking. This position requires heavy computer knowledge and ability. Ability to lift up to 10 lbs. on an occasional basis. Position will require visual demands of near acuity, depth perception, color vision, accommodation and far acuity. The position is accomplished in an office environment.

Pay Range: USD, Commensurate with Experience

$76,768 - $95,960

Our Equal Employment Opportunity Statement

Our Accessibility Statement

Our Employee Benefits & Wellness Programs
We offer a comprehensive employee benefits package including Health Insurance Coverage, Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans), Flexible Spending Accounts, Employee Assistance Program, Free Parking at our facilities, Corporate Discounts, and more! We also have an active Health & Wellness Program that promotes a life/work balance.

NEORSD supports the use of hybrid work as a way to help attract and retain talented individuals in public service, increase worker productivity and better prepares the agency to operate during emergencies. This position may be authorized for hybrid work. hybrid eligibility will be discussed during the interview process.

DISCLAIMER: The information outlined in this job description indicates the general nature and type of work performed by employees within this classification. It is not intended to provide a comprehensive inventory of all duties, responsibilities or competencies required of employees within this classification.