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City of Portland Contracts Administrator (Coordinator III - CPPW) in Portland, Oregon

Contracts Administrator (Coordinator III - CPPW)

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Contracts Administrator (Coordinator III - CPPW)

Salary

$97,510.40 - $126,692.80 Annually

Location

1120 SW 5th Ave, OR

Job Type

Regular

Job Number

2025-00082

Bureau

Bureau of Fleet and Facilities

Opening Date

01/13/2025

Closing Date

1/27/2025 11:59 PM Pacific

Description
Benefits
Questions

The Position

Job Appointment: Full time, regular

Work Schedule: Monday – Friday, 8am-5pm.

Work Location: In-person (office and/or field locations). In-person work to be conducted at The Portland Building located at 1120 SW 5th Avenue, Portland, OR 97204 and at field locations.

Benefits: Please check our benefit tab for an overview of benefit for this position

Language Pay Premium Eligible: City of Portland employees who speak one or more languages in addition to English may be eligible to receive a "language pay differential." This is compensation for qualifying multilingual City employees who use their language skill to assist the community. More about the language pay differential can be found here (https://www.portland.gov/bhr/class-comp/language-pay-differential-overview/language-pay-differential-eligibility) .

Union Representation: This classification was recently recognized as represented by a new labor union, City of Portland Professional Workers (CPPW). Terms and Conditions are currently being negotiated as part of a new CPPW collective bargaining agreement. You can view the labor agreement here: Current City Labor Agreements (https://www.portland.gov/bhr/employee-relations/labor-relations/labor-agreements) .

Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need respond to the supplemental questions and attach a resume.

Position Summary

The Bureau of Fleet & Facilities (BFF) – Facilities Services Division manages over 1.5 million square feet of City-owned real property across 18 of the City’s highest-profile civic buildings and public safety facility assets, valued at over $1 billion. Facilities provides comprehensive property management services for these facilities, including building operations management, facility maintenance and repair, space planning and moves management, and capital project development and management. The organization is also responsible for ad hoc real estate services for all City bureaus (acquisitions, dispositions, leasing), and leads citywide long-range real property planning studies as requested by City leadership.

The Coordinator III will be responsible for the oversight and administration of all BFF Facilities Services Division vendor contracts ensuring that all contract agreements are accurately drafted, executed, and administered on behalf of the City. The Coordinator III will oversee a portfolio that primarily consists of janitorial and landscaping vendors with a rotation of additional service contracts as the needs arise. This role will also occasionally serve as back up to the elevators, fire life systems, HVAC and mechanical contracts portfolio. This position will prepare the scope of work, specifications, and conditions for new contracts and requests for proposals for distribution to vendors, oversee the operations and activities of monitoring contract performance; perform audits of existing contracts and oversee contract modifications, and be responsible for initiating action in areas of contractual non-compliance. The ideal candidate will exercise decision making and independent judgement.

Responsibilities Include:

Providing quality assurance and quality control for BFF owned buildings as it relates to assigned maintenance contracts.
Executing day-to-day implementation and management of contracted services.
Responding to calls to mitigate operational impacts associated with facility contracted services to ensure services meet and/or exceed customer's expectations.
Working independently to develop business justifications and work scopes.
Identifying needs and developing business justifications and work scope, negotiating contract terms and conditions, implementing, and administering the contract; acting as contract lead to ensure compliance with legal requirements, City of Portland policies and procedures, and enforcing contractual obligations.
Serving as departmental subject matter expert for maintenance, service contracts and others as assigned.
Providing support and recommendations for facility projects and other related departmental initiatives and matters.
Assessing and leveraging industry advances and autonomous solutions to ensure cost effective service.
Staying abreast of industry trends and emerging technologies.
Providing fiscal administration; formulate and manage costs related to contracted services; developing annual operating budget, update senior management on budget and billing variances to meet organizational goals and objectives.
Identifying need for additional contractual resources, as required, based on tenant volumes and trends in office work. Considers optimal building occupant experience factors when determining resource requirements.

About the Bureau:

The Bureau of Fleet & Facilities is part of the City Operations Service Area and provides leadership and strategic support for its CityFleet and Facilities Services divisions. CityFleet acquires and maintains the City’s vehicle fleet, while Facilities Services operates and maintains a portfolio of City buildings. Facilities Services owns and operates approximately one-third of the City of Portland’s building stock, primarily the City’s office buildings, civic facilities, and public safety facilities. Facilities also provides real property services, such as leasing, real property acquisitions, and real property dispositions, to all City bureaus.

Questions?

Jaclyn Snyder, Senior Recruiter

Bureau of Human Resources

Jaclyn.Snyder@portlandoregon.gov

To Qualify

The following minimum qualifications are required for this position:

Experience evaluating vendor proposals and administering and overseeing the management of vendor contracts.
Experience working with janitorial and/or landscaping contracts and vendors.
Ability to analyze, interpret, and apply relevant laws, regulations, ordinances, policies, and procedures, as well as to evaluate complex technical issues, recommend policies, strategies, and effective courses of action in the assigned area.
Ability to exercise independent judgment, problem-solve, and take initiative within established procedures and guidelines.
Ability to establish and maintain effective working relationships and to provide customer service and conflict resolution to internal and external stakeholders.

Applicants must also possess:
A current/valid state driver's license. Applicants must meet City "good driver" requirements.

Although not required, you may have the following:
Bachelor’s degree from an accredited college or university with major coursework in business administration, public administration, or a field related to contract administration.
Four (4) years of progressively responsible experience involving analysis, planning, organizing, and/or evaluating programs in a public agency or customer service-related field.

The Recruitment Process

STEP 1: Apply online between Monday, January 13, 2025 – Monday, January 27, 2025

Required Application Materials:

Resume
Answer to the Supplemental Questions (click on the Questions tab to preview the questions)

Optional Application Materials:
Veteran documents to request for Veteran Preference (ex, DD214-Member 4, VA Benefit Letter, etc.)

Application Tips:
Your responses to the supplemental questions should include details describing your education, training and/or experience, and where obtained, which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
Your resume should support the details described in your responses to the supplemental questions.
How We Determine Pay : The City of Portland is covered by the Oregon Equal Pay Act (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) . Your salary is determined based on the experience listed in your resume that is directly related and equivalent to the position for which you are applying. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all your relevant experience.
Do not attach materials not requested.
All completed applications for this position must be submitted no later than on the closing date and time of this recruitment.
All applications must be submitted via the City's online application process. E-mailed and/or faxed applications will not be accepted.
You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting; instead, use AI to generate ideas and then tailor them to reflect your own experiences and skills.

Step 2: Minimum Qualification Evaluation: Week of January 27, 2025
An evaluation of each applicant's training and paid and unpaid experience, as demonstrated in their resume and supplemental questions, weighted 100%.
Your resume and responses to the supplemental questions will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
You have 14 days from the notice of the minimum qualification evaluation results to let us know if you like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes) for complete information.
Additional evaluation may be required prior to establishment of the eligible list and/or final selection.

Step 3: Establishment of Eligible List: Week of February 3, 2025
Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.

Step 4: Selection (Interview): February
Hiring bureau will review and select candidates to interview.

Step 5: Offer of Employment: March

Step 6: Start Date: April
A start date will be determined after all conditions of employment have been met.

Timeline is approximate and subject to change

Additional Information

Click here (https://www.portland.gov/bhr/career-center/recruitment-policy) for additional information regarding the following:

Veteran Preference
ADA, Pregnancy, and Religious Accommodations
Work Status
Equal Employment Opportunity

A Career with the City of Portland offers many Employee Benefits

We offer a comprehensive benefits package, including but not limited to

Health Care (Medical, Vision and Dental)
Carrot Fertility
Wellness Benefits
Life Insurance
Long-term disability coverage to eligible employees and their families.
Employee Assistance Plan
Flexible Spending Accounts
Retirement
Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer
Family Medical Leave
City Paid Parental Leave

AND SO MANY MORE!

Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) .

Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible.

The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy.

Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay question with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration.

Note: If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement.

Have you read and understood all the information listed above?

Yes
No - If you have any questions, please contact the recruiter on the announcement.

02

Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)

03

The City of Portland receives public records requests at times. Please indicate which response you find appropriate: (Answer will not disqualify you from the process)
My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.
You may release my application; I am waiving confidentiality.

04

Do you have experience evaluating vendor proposals and administering and overseeing the management of vendor contracts?
Yes
No

05

Provide a detailed example(s) of your experience evaluating vendor proposals and administering and overseeing the management of vendor contracts.