The primary function of this position is to perform highly specialized office and administrative work in support of the Department Director, direct supervisor, and additional department supervisors as needed. The Contract Administrator manages the daily operational functions of the office and performs specialized administrative duties related to contract administration for Facilities Maintenance and other County departments, as required. Additional responsibilities include generating, executing, and managing Facilities Maintenance contracts, leases, and associated revenue.

ESSENTIAL JOB FUNCTIONS

• Oversees the contract process for Facilities Maintenance.
• Reviews and monitors the Animal Control contract for compliance with legal requirements and County policies.
• Oversees Animal Control contracts, including amendments, investigations, settlement input, payments, and coordination with the Clerk of Court, Finance Director, and Legal Department.
• Reviews payment requests and receivables for Animal Control to ensure contractual compliance and adherence to the schedule of values.
• Reviews, prepares, manages, and amends department contracts for legal and County policy compliance, including RFPs, RFQs, agenda items, change orders, and related documents.
• Advises department personnel on contract terms, budgets, and requirements as applicable.
• Tracks all contracts, including investigations, settlement input, payments, and coordination with the Clerk of Court, Finance Director, and Legal Department.
• Reviews payment requests to ensure contractual compliance and conformity with contract requirements.
• Coordinates with state and local governmental agencies to obtain and renew permits.
• Responds to requests from departments for information related to Facilities Maintenance and Animal Control contracts.
• Examines departmental contractual budgets and reviews financial reports to assist in planning future budgets.
• Processes purchase orders, payment applications, invoices, change orders, and related documentation.
• Enters invoices and supporting documentation into the County's work order database.
• Tracks annual spending for each contract to ensure expenses do not exceed the maximum contract value and notifies the supervisor and Facilities Maintenance Budget Administrator of any issues.
• Ensures new vendors are properly registered with Monroe County.
• Prepares, reviews, and monitors agenda items for inclusion on the monthly BOCC agenda.
• Monitors compliance with the terms of Facilities Maintenance contracts and leases and advises the Department Director and/or Supervisor of problems or issues associated with contracts, as necessary.
• Coordinates with the Finance Department and appropriate staff to determine contract compliance.
• Drafts contractual supporting documents, including complex amendments, letters, addenda, and other documents to existing master agreements.
• Conducts pre-bid meetings, Contract Selection Committee meetings, and other meetings related to the contract process.
• Develops and maintains a monitoring database detailing contract dates, terms, and deliverables.
• Coordinates with contractors and Facilities Maintenance Area Supervisors on routine inspection and maintenance schedules.
• Confirms that contract deliverables are performed and documented, including required inspections and reports, and alerts and coordinates with Facilities Maintenance Area Supervisors regarding issues identified from these deliverables.
• Prepares invoices for utility reimbursements in accordance with applicable Interlocal Agreements and tracks reimbursement revenue.
• Monitors expiration dates of Facilities Maintenance contracts and initiates renewals or RFP/RFQ/RFB processes to replace contracts not eligible for renewal.
• Ensures Certificates of Insurance are current and approved for all contracts.
• Analyzes contractual requirements, special provisions, and legal terms and conditions to ensure compliance with applicable laws, regulations, County policies, and department procedures.
• Develops, updates, and improves standardized contract and bidding forms.
• Ensures that all required department heads complete their reviews prior to contracts being placed on the BOCC agenda for approval.
• Coordinates with staff to ensure contracts are promptly executed and delivered to contractors and that appropriate communication channels are maintained for all contract terms.
• Serves as the primary point of contact for calls to contractors.
• Assists in the development of departmental policies and procedures.
• Responsible for personally knowing and following the County's Personnel Policies and Procedures, Administrative Instructions, Department Operating Procedures, and applicable Statutes and Regulations. Responsible for ensuring others also adhere to these standards.
• Performs other related job duties as assigned.
• In the event of special, emergency, or disaster situations, employee may be required to work schedules other than those for which they are regularly scheduled in any capacity deemed appropriate.

QUALIFICATIONS

Education and Experience:

A minimum of five (5) years of directly related work experience is required. A bachelor's degree in Accounting, Finance, Public Administration, or Business Administration is preferred. Additional directly related work experience may substitute for the preferred degree type and major.

Special Qualifications:

Intermediate to expert understanding of Microsoft Office Suite with a focus on Word, Excel, and Outlook.

Knowledge, Skills, and Abilities:

• Ability to oversee the work of a team engaged in providing specific services, completing specific projects, or assisting other units.
• Ability to perform professional-level work dealing with data, people, and technology that relates to administrative, technical, scientific, engineering, accounting, legal, or managerial skills.
• Ability to follow basic guidelines for operational activities; ability to make decisions that govern the activities and behaviors of staff members, with work directly impacting other workers, citizens, or both.
• Ability to oversee and manage work involving multiple units; ability to work regularly with other managers to successfully meet the goals and objectives of the organization.

PHYSICAL DEMANDS

The work is sedentary and requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Speaking: Expressing or exchanging ideas by means of the spoken word, including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and/or extensive reading.

WORK ENVIRONMENT

Work is performed in a dynamic environment that requires sensitivity and responsiveness to changes that include goals, priorities, and needs of the organization and position.

Monroe County has the right to revise this job description at any time. This description does not represent in any way a contract of employment