Job Information
City of Boca Raton Contract Administrator in Boca Raton, Florida
Contract Administrator
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Contract Administrator
Salary
$29.63 - $32.00 Hourly
Location
Boca Raton, FL
Job Type
Full-Time
Job Number
03961
Department
Municipal Services
Division
Administration 44/11001
Opening Date
10/22/2024
Closing Date
10/25/2024 11:59 PM Eastern
FLSA
Non-Exempt
Bargaining Unit
N
Description
Benefits
Questions
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Job Description
Responsible for overseeing the contractual aspects of public works operations and projects as they flow between the Purchasing, Legal, Accounting, Risk Management, and End-User Departments in order to ensure compliance with the policies that govern the Purchasing Department and the City of Boca Raton. This includes preparing, reviewing, and managing contracts related to the purchase or sale of goods and services, such as equipment, materials, supplies, or products. Additionally, this involves drafting, reviewing, and managing contracts related to the construction, maintenance, and repair of public infrastructure, such as roads, bridges, parks, and utilities.
Responsible for inspecting and monitoring contractors to ensure compliance with City contracts and performance. Ensure compliance with contract terms, resolve disputes, and monitor project progress to ensure timely and cost-effective completion. Responsible for reviewing and evaluating compliance issues/concerns and enforcing Purchasing Policies and Procedures. Employee has direct contact with suppliers/vendors during the contract review and negotiation process. This role requires a strong understanding of municipal contracts and negotiation skills to effectively manage contractual relationships.
Essential Functions
Preparation and revision of contracts, agreements, and work orders that involve the purchase of sale of goods and services
Proposal planning and administration of contracts, agreements, and work orders
Track funding authorizations and correspondence
Maintain and organize detailed filing system
Monitor contractor performance, including the reporting and status of contractor deliverables
Prepare contract documents, alterations, modifications, changes, Notices of Award, Notices to Proceed
Compile documents relating to project bidding process
Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, alterations, amendments, clarifications, and payments
Schedule and facilitate contractor meetings
Conduct site visits and monitor departmental contractor performance
Review specifications for Bids, Requests for Quotes, Requests for Proposal; research tasks to be performed
Coordinate with other departments to ensure timely and accurate contract administration and problem resolution
Contact vendors regarding job completion, coordinate invoicing with finance, purchasing, and vendors
Investigate and resolve complaints from City staff regarding vendor performance
Duties as assigned regarding Department contract administration
Complete vendor performance reports
Assist Municipal Services staff with budget development and monitoring
Monitor Capital Improvement Project requests
Assist in the development of projects and contract specifications
Perform analysis of contracts; prepare statistical reports, project reports and related data
Provide professional level staff assistance to an administrative superior, division or department head in specially assigned areas of operation; assists and advises on matters pertaining to contracts assigned
Review, interpret and analyze contract terms and conditions and other contract documents
Related tasks:
Monitor equipment and supplies being used by contractors
Maintain related specification manuals and close-out documents
Assesses and orders supplies/materials as needed
Implement standard forms for daily operations
Update computer databases as required
Assist in planning, coordinating, and directing the work of subordinates as required by work assignment
Write and process work requests and job orders
Prepare requisitions for supplies and services
Knowledge, Skills and Abilities
Knowledge of:
Bookkeeping terminology, methods, procedures, and equipment
Standard office procedures, practices and equipment
Accounting principles and related data processing equipment
Low and high value asset and supply procurement and division budget interpretation
Purchasing card reconciliation procedures
Skilled in:
Microsoft Office Suite products to include Word, Excel, PowerPoint, and Outlook, at a moderate level of proficiency.
Write professional and effective letters, memos, emails, reports, contracts, and bid or proposal documents
Ability to:
Establish and maintain effective working relationships with City employees, vendors, and associates
Understand and follow oral and written directions
Establish and follow detailed work procedures
Learn and utilize specialty software such as Oracle, Naviline, PS Tracks and more
Read and interpret documentation relating to project bidding processes
Minimum and Preferred Qualifications
MINIMUM AND PREFERRED QUALIFICATIONS:
Some college coursework (60 credit hours) and/or associate's degree from an accredited college or university with major coursework in business administration, project management, office administration, or a related field of study.
Two (2) years of related experience in an administrative or operations support role with progressive responsibility
Valid State of Florida Class "E" driver's license
PREFERRED QUALIFICATIONS:
Previous experience with vendor and/or contract management or administration
Previous experience with a public agency and/or municipal services or public works environment
Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree
POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:
Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:
Criminal Background Check
Employment Verification
Workers' Compensation
Motor Vehicle Report (MVR)
Drug and Alcohol Screen
Physical and Environmental Demands and Conditions:
The environmental conditions and physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Occasionally ascending or descending ladders, stairs, scaffolding, ramps, poles and the like
Occasionally moving self in different positions to accomplish tasks in various environments including tight and confined spaces
Occasionally remaining in a stationary position, often standing, or sitting for prolonged periods
Continuously moving about within the immediate work area to accomplish tasks
Occasionally moving from one worksite to another
Occasionally adjusting or moving objects weighing up to 10 pounds in all directions
Continuously communicating with others to exchange information
Continuously repeating motions that may include the wrists, hands and/or fingers
Continuously operates a computer and other equipment using motions requiring manual dexterity or fine motor skills
Occasionally operating motor vehicles or heavy equipment
Continuously assessing the accuracy, neatness and thoroughness of the work assigned
Continuously able to observe details accurately and identify variances
Occasionally lift/carry objects 15 pounds or less
Occasionally push/pull objects 15 pounds or less
Continuously working in a normal office environment with few physical discomforts
Continuously demonstrating regular in office attendance
The City of Boca Raton is an Equal Opportunity (https://www.myboca.us/1226/Equal-Employment-Opportunity) , Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.
BENEFITS SUMMARY
Full-Time Non-Bargaining Employees
ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.
Year of Service Accrual
0 to 5 full years 8 hours per month
5 to 10 full years 10 hours per month
10 to 15 full years 12 hours per month
15 full years and over 14 hours per month
CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.
SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:
Years of service Percentage
Less than 2 full years 0%
2 to 5 full years 10%
5 to 10 full years 20%
10 full years or more 30%
Retirement (normal, early or disability) 50%
HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.
CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.
Year of Service Benefit
5 to 10 full years $600 annually
10 to 15 full years $800 annually
15 full years and over $1,100 annually
RETIREMENT PLANS: The two pension/retirement options are listed below:
An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
The two (2) options will be fully explained prior to an irrevocable selection.
Optional: 457 Deferred Compensation Savings Plan is available.
HOLIDAYS: 14 per year: 11 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.
FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State
TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.
MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.
EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.
