CONTRACTS COORDINATOR (DOQ)

Position Title

CONTRACTS COORDINATOR (DOQ)

Position Number

305003

FLSA Status

Exempt

Full Time/Part Time

Full Time

Salary

$51,002 - $93,080 Annually (Depending on Qualifications)

Job Summary

Under general supervision, performs responsible administrative and professional work related to contract management and related matters. Ensures that contractual agreements are in compliance with legal and company policies.

In close coordination with legal counsel, performs highly responsible administrative and professional work related to contract management. Manages and reviews contracts and agreements to minimize potential risks and assists with the negotiation, development, implementation, and enforcement the terms and conditions of contracts.

Responsibilities

Plans, develops, coordinates, implements, suspends, and terminates post award contract administration activities including the establishment and maintenance of a centralized contracts management system. Develops and implements policies, procedures, processes, goals, objectives, and key performance indicators related to contract administration activities. Monitors compliance of contracted services post award for efficient contract administration; establishes and recommends suspension and/or termination procedures for contracts as deemed necessary. Provides guidance, technical assistance, and training to staff in relation to post award contract administration. Coordinates all aspects of contract administration, including preparation, negotiation, and review. Coordinates, leads, and assists in resolving non-compliance issues by addressing contract related discrepancies with all parties involved in contract. Prepares and provides administrative reports on contract matters and studies, and conducts specialized research projects. Maintains a database of all contracts, ensuring they are updated and in compliance with company policies, rules and regulations. Assists in the preparation of the department budget.

Completes other duties as assigned.

Coordinates with General Counsel or assigned legal counsel in the drafting, negotiation, monitoring termination and enforcement of contract provisions, either directly or working with staff. Performs all facets of post award contract administration, and leads or performs close out of contracts per contract management procedures. Develops executive level contract status reports by compiling, reviewing, and analyzing data. Presents oral or written reports to Executive Management, the Board of Directors and Board Committees. Establishes and maintains a centralized contracts administration database system that efficiently tracks an array of contract types to ensure full compliance of contracted services, deliverables, and legal or regulatory compliance provisions.

Resolves non-compliance issues by investigating and addressing contract-related discrepancies, complaints, and disputes between departments, vendors/contractors, and all parties involved in contract. Manages and administers existing contracts by determining compliance through performance monitoring; negotiates and requests or approves amendments or extensions of contracts; monitors and reports on subcontracting activities. Develops contractor performance measures and manages evaluations by analyzing overall performance; identifies key performance indicators and composes vendor/contractor ratings. Provides consulting expertise by developing and providing formal contract management training; interprets contractual provisions and provides advice on all facets of contract issues. Investigates alternative purchasing methods and recommends procedures for implementation, working closely with Purchasing Department and General Counsel. Provides leadership, work assignments, evaluation, training, and guidance to others. Completes other duties as assigned.

Knowledge, Skills, and Abilities

Knowledge of contracting policies, practices, regulations, and techniques. Knowledge of contract development and writing, including familiarity with contract language, terms, and conditions. Knowledge of utility engineering and construction practices. Knowledge of applicable federal, state, and local laws. Effective management skills. Effective oral and written communication skills in English. Skill in providing internal consulting services. Skill in handling multiple tasks and prioritizing. Skill in negotiation of contracts. Skill in data analysis and problem solving. Skill in planning and organizing. Computer skills working with Microsoft Office programs (Outlook, Excel, Word, PowerPoint, Access, MS Project) and other project management programs. Ability to negotiate. Ability to establish and maintain effective working relationships with internal and external customers. Ability to work independently and with teams. Ability to understand, interpret, and apply detailed complex information, policies, procedures, and regulations. Ability to impartially summarize and evaluate factors related to contracts. Ability to write specific terms of conditions for contracts. Ability to enforce contractual obligations. Ability to resolve complex contractual issues. Ability to keep accurate records. Ability to prepare detailed oral or written reports and to communicate effectively, orally and in writing. Ability to exercise considerable independent judgment in correcting problem situations.

Education & Experience Requirements

Contracts Coordinator

Bachelor’s degree with major course work in Business Administration, or a related field, and at least two (2) years of related experience. An appropriate combination of education and experience may substitute for the educational requirements.

Bachelor’s degree with major course work in Business Administration, or a related field, and five (5) years of related experience. An appropriate combination of education and experience may substitute for the experience requirement.

Additionally, a degree from an accredited law school may substitute for the requirements above, irrespective of experience.

Certificates, Licenses, Registrations

Requires a valid Texas Driver License or receipt of a valid Texas Driver’s License within 90 days of relocation to Texas and a safe driving record, as measured by company policy.

Certification in professionally recognized contract management programs, such as the National Contract Management Association (NCMA) is encouraged, but not required.

Must maintain a Certified Professional Contracts Manager (CPCM) certification issued by the National Contract Management Association (NCMA) or a Certified Texas Contract Manager (CTCM) certification issued by the Comptroller of Public Accounts (CPA) or the ability to acquire and maintain the required certification within two (2) years of appointment. A degree from an accredited law school may substitute the previously mentioned certifications.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Limited amount of physical effort required associated with walking, lifting and carrying light objects (less than 25 lbs.).

Eligibility for Employment

In addition to any and all other qualifications required for employment stated under the Brownsville P.U.B Personnel Policies and Procedures Policy No. 39:

- Prohibit the hiring of any person who is related to BPUB Executive Management within the third degree of Consanguinity or second degree by Affinity; and

- Based on certain prohibitions of the Charter and Statute on nepotism, no person can be hired who shall be related to any member of the Board of Directors or City Commission within the third degree of consanguinity or second degree by affinity.

Posting Detail Information

Posting Number

S672P

Open Until Filled

No

Special Instructions Summary