Summary: Under general direction, and supervision of City Clerk or designee, serve as the primary point of contact with internal and external parties in relation to contract management, contract compliance and contract issues. This position will manage the contracts administration process to ensure proper contract acquisition and fulfillment in accordance with City policies, legal requirements and vendor specifications. This position has overall responsibility for preparing, examining, analyzing, negotiating, and revising contracts that vary in complexity and type, and can include rental or sale contracts, purchase contracts, employment contracts, contract proposals for new goods and services to the City, intergovernmental agreements or event contracts. Greet and aid internal department staff, including Directors, in the preparation of special projects and other confidential managerial tasks. Work is performed under minimal supervision. Scope of this position is administrative in nature and will not result in any unauthorized practice of law.
The Contract Administrator will oversee specific mandates in a contract and make sure that all parties involved adhere to its specific terms, conditions, rights, and obligations. It is also the responsibility of this position to coordinate any contractual changes that may transpire, and to ensure that those changes are agreed upon by all involved. When the contract has been fulfilled, the contract administrator will complete a closeout process to ensure that the contract has been completed in an appropriate manner. Must demonstrate excellent time management skills, the ability to manage diverse day-to-day workloads, and to quickly, efficiently, and effectively learn new software and systems in a manner efficient to train and assist others.
Essential Functions: Other duties may be assigned. This list may not include all the tasks and/or knowledge which may be expected of the employee, nor does it cover all the specific duties which may be required. Reasonable accommodations may be available to assist individuals with disabilities to perform the essential functions of the position.
Maintain and manage the end to end contract process used by all Departments, ensuring proper utilization of the contract management system, maintenance of contract records and documents and assisting departments in navigating the system. Work with different levels of personnel within an organization to analyze and solidify an overall contract strategy.
Review and negotiate contracts and other agreements routinely used in local government. Identify material deviations to contract language and engage City Clerk and/or Corporation Counsel as needed.
Act as a liaison between Directors and Procurement division to initiate renewal actions on current contracts, memorandum of agreement or licensing agreements. Provides assistance, as needed, to
Directors and Procurement division for issues regarding internal and external parties questioning contract compliance issues, purchasing policy, or procurement procedures.
Review and provide recommendations to Directors on formal solicitations. Assist in writing contracts for complex projects. Develop templates for use of Directors and ensure appropriate performance of contracts.
Develop a Citywide contract tracking and project management system. Recommend contract administration policies and procedures to be approved by the City Manager and implemented Citywide. Assist in training staff for implementation of said system.
Maintain and operate an accurate City-wide contract tracking and project management system. Ensure system accuracy and communicate with contract and agreement holders for timely and complete compliance with federal, state, and local laws. Follow City policies and recommend updates to ensure efficient use of fiscal resources and effective use of technology.
Oversee contract terms through electronic document management systems to properly track various transactions and keep proper records.
Receive contract requests and conduct analysis to ensure adherence to City policies, processes and procedures.
Confirm final contract documents are consistent with agreements reached at negotiation and uploaded in contract management system.
Work with staff in pre-award contract reviews and post-award development of contract instruments, assist with contract formulation, administration, negotiation, closure or termination.
Monitor and review contracts and agreement documents, and notify budget manager regarding required adjustments.
Work with staff to ensure Departments maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules, etc.
Ensure any amendments and/or modifications to contracts or agreements with the City are well documented, monitored and filed.
Provide an Annual Work Plan including strategic short-term and long-term goals to City Manager and City Clerk. Provide a bi-annual report to City Manager and City Clerk as a status update to the Annual Plan.
Complete tasks and special projects as directed by City Clerk and City Manager.
Qualifications: To perform this job successfully, an individual must be able to perform all essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
RequiredRequired 5+ years of contract administration experience or any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Bachelor’s degree required from an accredited college or university with major course work in law, public administration, business administration, or a related field.
Master’s degree or Juris Doctor (J.D.) preferred.
2) General Skills:
Contract and bid processes, standards and protocols.
Compliance requirements for contracts.
Systems administration of online data systems.
Contract tracking and management systems.
Training processes and techniques.
Supervisory practices, principles, and methods.
Working knowledge of commercial terms and conditions.
Working knowledge of legal concepts and terminology.
Maintaining an established work schedule.
Reading and understanding contracts.
Effectively using interpersonal and communications skills including tact and diplomacy.
Effectively using organizational and planning skills with attention to detail and follow through.
Planning, prioritizing, and problem-solving.
Coordinating the contract process in relation to goods and services.
Maintaining contract data and information systems.
Communication as the primary point of contact in relation to contracts and contract issues.
Maintaining confidentiality of work related information and materials.
Maintaining current knowledge, skill and abilities in contract administration theories, practices and technologies.
Demonstrated proficiency using standard office software applications as well as automated financial systems.
Operational characteristics, services, and activities of the functions, programs, and operations of the City Clerk Department.
Effective methods of preparation and presentation of facts and information for and to the public
Municipal operations, procedures, policies, laws, objectives and organization.
Advanced methods and techniques of data collection, research and report preparation.
Advanced methods of administrative, organizational, economic and procedural analysis.
Mathematical principals, advanced methods and techniques of statistical and financial analysis.
Principles and practices of budget preparation and administration.
Principles of supervision, training and performance evaluation as assigned. Principles and practices of records management.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles of business letter writing.
Methods and techniques of public relations.
English usage, spelling, grammar and punctuation.
Attention to detail and the ability to spot errors and inconsistencies
Excellent reading and language comprehension
Ability to work with a team at all levels of an organization
Proven management and leadership skills
Exceptional communication skills (oral and written)
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Perform responsible and difficult professional analytical and administrative duties involving the use of independent judgment and personal initiative.
Prepare a variety of clear and concise administrative and financial reports.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Review and analyze technical documents and proposals.
Organize workload to ensure responsibilities are carried out in a timely manner.
Be creative, to develop ideas regarding a given topic or situation.
Effectively work with outside individuals and agencies on behalf of the City; respond to requests and inquiries from the general public.
Independently prepare correspondence and memoranda.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Analyze data and information using established criteria in order to determine consequences and to identify and select alternatives.
Advise and provide interpretation regarding the application of policies, procedures, and standards to specific situations.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
3) Certificate or Licenses:
Required: Must obtain and maintain as a Notary Public appointment within the first 120 days of employment as a condition of continued employment.
4) Physical Requirements/Working Conditions: Work is performed in an office environment. The physical demands on this position may include lifting, stooping, reaching, and manipulation of heavy objects. Activities may take place in dusty, moist or humid conditions.
Equal Employment Opportunity
We value diversity and the many contributions that are made to our City by people from all walks of life. Therefore, it is our policy not to discriminate against any employee or applicant for employment because of race, color, religion, age, sex, sexual orientation, national origin, disability or any other attribute or characteristic protected by law.
It is the policy of the City to comply with all federal and state laws concerning employment of persons with disabilities and act in accordance with regulations and guidance issued by the Equal Employment Opportunity Commission (EEOC). Furthermore, it is the policy of the City not to discriminate against qualified individuals with disabilities regarding application procedure, hiring, advancement, discharge, compensation, training or other terms, conditions and privileges of employment. Employees shall make requests to Human Resources for reasonable accommodations.
About City of Bloomington
The City of Bloomington is located in the heart of Central Illinois, approximately 125 miles southwest of Chicago, 155 miles northeast of St. Louis, and 64 miles northeast of Springfield, the State Capital. Bloomington is the County Seat of McLean County, the largest county in Illinois (approximately 762,240 acres). Bloomington (pop. 76,610) is a twin City with the Town of Normal (pop. 52,497). Interstates 39, 55 and 74 converge on Bloomington-Normal, as well as US Route 51 and State Route 9.
The twin cities are also serviced by two major railroad lines and Amtrak, as well as air transportation at the Central Illinois Regional Airport, one of the fastest growing airports in the country, which services commuter, corporate, and private aircraft.
Bloomington is located in one of the most productive agricultural areas in the nation, but the economy is diverse and well-balanced. In addition to the major manufacturers and industries , there are two universities, two hospitals, a convention center, one indoor mall, one outdoor mall, and many banks and Savings & Loan Associations located in Bloomington-Normal. The City of Bloomington is one of the fastest growing metropolitan areas i...n Illinois with and estimated 20.25% increase in population between 1986 and 1995. New construction continues to enhance residential, industrial and commercial growth.