The primary function of this position is to perform highly specialized administrative work in support of the Facilities Maintenance Manager and other department supervisors. The Senior Contract Administrator manages the office's daily operations and performs specialized contract administration duties for Facilities Maintenance and other County departments, as required. Primary responsibilities include preparing, executing, and managing contracts for Facilities Maintenance and Animal Control.
ESSENTIAL JOB FUNCTIONS- Oversees the contract process for Facilities Maintenance from solicitation through execution.
- Reviews, prepares, manages, and amends department contracts for compliance with legal requirements and County policies, including Requests for Proposals (RFPs), Requests for Qualifications (RFQs), agenda items, change orders, and related documents.
- Analyzes contractual requirements, special provisions, and legal terms and conditions to ensure compliance with applicable laws, regulations, County policies, and department procedures.
- 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, updates, and improves standardized contract and bidding forms.
- Monitors expiration dates of Facilities Maintenance contracts and initiates renewals or RFP, RFQ, or Request for Bid (RFB) processes to replace contracts not eligible for renewal.
- Prepares, reviews, and monitors agenda items for inclusion on the monthly Board of County Commissioners (BOCC) agenda.
- Ensures all required department heads complete their reviews before contracts are placed on the BOCC agenda for approval.
- Coordinates with staff to ensure contracts are promptly executed and delivered to contractors.
- Monitors compliance with the terms of Facilities Maintenance contracts and leases and advises the Facilities Maintenance Manager of any problems or issues.
- Coordinates with the Finance Department and appropriate staff to determine contract compliance.
- Tracks all contracts, including amendments, investigations, settlement input, payments, and coordination with the Clerk of Court, Finance Director, and Legal Department.
- Develops and maintains a monitoring database detailing contract dates, terms, and deliverables.
- Confirms that contract deliverables, including required inspections and reports, are performed and documented, and coordinates with Facilities Maintenance Area Supervisors on any issues identified.
- Coordinates with contractors and Facilities Maintenance Area Supervisors on routine inspection and maintenance schedules.
- Ensures Certificates of Insurance are current and approved for all contracts.
- Ensures new vendors are properly registered with Monroe County.
- Reviews and monitors Animal Control contracts for compliance with legal requirements and County policies, including amendments, investigations, settlement input, payments, and coordination with the Clerk of Court, Finance Director, and Legal Department.
- Reviews payment requests and receivables to ensure contractual compliance and adherence to the schedule of values.
- 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 Facilities Maintenance Manager of any issues.
- Prepares invoices for utility reimbursements in accordance with applicable Interlocal Agreements and tracks reimbursement revenue.
- Examines departmental contractual budgets and reviews financial reports to prepare the annual budget for Facilities Maintenance contracts, which is submitted to the Facilities Maintenance Manager for inclusion in the department's annual budget request.
- Prepare annual budget for Animal Control Contracts
- Advises department personnel on contract terms, budgets, and requirements, and responds to department requests for information on Facilities Maintenance and Animal Control contracts.
- Coordinates with state and local governmental agencies to obtain and renew permits.
- Serves as the primary point of contact for contractor calls.
- 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.
QUALIFICATIONSEducation and Experience:A minimum of seven (7) years of directly related work experience in managing contracts 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 work that encompasses advanced technical, scientific, legal, or mathematical concepts; work directly contributes to the implementation of specific policies, programs, or initiatives of the organization.
- 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 work regularly with directors or other senior managers to ensure the provision of efficient and effective services.
PHYSICAL DEMANDSThe 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 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 ENVIRONMENTWork 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.
