Contract Coordinator - Office of Planning & Economic Development

This position is responsible for managing contracts for the Planning & Economic Development Service Center and the following departments: Development Services, Economic Development, Environmental Services & Sustainability, Parking Services, Planning & Urban Design, Special Events/Film/Tourism, and Transportation.

• Monitors contracts by reviewing payrolls, conducting interviews, enforcing contractual compliance, investigating non-compliance, and ensuring wage restitution is paid; provides training; types correspondence; and maintains project files.
• Prepares and issues administrative materials and executes contracts; ensures invoices are processed and proper documentation is submitted.
• CoordinateswithCitysta?toestablishCapitalImprovementProjects(CIP); makes recommendations regarding budget overrun; ensures budget adjustments are made; compiles reports; tracks costs and adjustments; ensures compliance with budget; prepares and issues requisitions and purchase orders.
• Coordinates and processes procurement documents; obtains bid numbers and wage decisions; follows projects through the life of a contract from the procurement process to contract closeout.
• Provides information necessary for establishing new CIP projects and makes required budget adjustments.
• Compiles monthly, quarterly, and annual reports for capital improvement projects.
• Ensures contract compliance regarding payment and performance bonds for construction contracts; provides status inquiries to the Census Bureau, updating the construction progress reporting survey monthly for the project.
• Processes, approves, and reviews payment requests for accuracy; verifies required documentation; approves and processes all other project payments.
• Reviews certified payrolls weekly for each project, conducts on-site employee interviews to ensure compliance, investigates non-compliance, and ensures wage restitution is paid.
• Performs other related duties as assigned.

Bachelor's Degree in Accounting, Finance, Business, or Public Administration, or a related field supplemented by two (2) years of professional budgeting, contracts, accounting or financial management experience; or possession of any equivalent combination of education, training, and experience which provides the necessary knowledge, skills, and abilities.

AdditionalRequirements

Background investigation, including supervised drug screen, post-offer/pre-employment employment medical screen, and verification of education, certifications, and licenses required prior to employment.

• Knowledge of city purchasing and contracting procedures.

• Knowledge of generally accepted accounting principles.

• Knowledge of modern office practices and procedures.

• Knowledge of computers and other modern office equipment.

• Skill in developing short- and long-range plans.

• Skill in establishing priorities and organizing work.

• Skill in the operation of computers and other modern office equipment.

• Skill in public and interpersonal relations.

• Skill in oral and written communication.

Minimum Standards

SUPERVISORY CONTROLS: The Chief of Planning & Economic Development or designated Department Director assigns work in terms of very general instructions. The supervisor spot-checks completed work for compliance with procedures and the nature and propriety of the final results.

GUIDELINES: Guidelines include the Capital Improvements Project Procedure Manual and the Capital Improvement Project Budget Report. These guidelines require judgment, selection, and interpretation in application.

COMPLEXITY: The work consists of varied contract analysis and enforcement duties. Strict regulations contribute to the complexity of the position.

SCOPE OF EFFECT: The purpose of this position is to ensure that contracts conform with city specifications and state and federal requirements. Successful performance in this position ensures compliance with city requirements.

PERSONAL CONTACTS: Contacts are typically with co-workers, other city personnel, contractors, and the general public.

PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, provide services, resolve problems, justify decisions, and negotiate and settle matters.

PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or while intermittently sitting, standing, walking, bending, crouching, or stooping. The employee occasionally lifts light objects.

WORK ENVIRONMENT: The work is typically performed in an office and outdoors. The employee may be exposed to noise, dust, dirt, grease, and occasional cold or inclement weather.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.