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HomeMy WebLinkAboutContract CoordinatorPage 1 of 2 City of Georgetown JOB DESCRIPTION Job Title: Contract Coordinator FLSA Category: Exempt Effective Date: 10/01/2012 Revision Date: 02/03/2014 SUMMARY: Performs administrative and technical contract work. Serves as a liaison with contract provides to ensure participation is consistent with department, legal and fiscal requirements. ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:  Reviews bid and contract documents for Capital Improvement Projects and coordinates any changes with the engineering or architectural firm.  Issues Master Service Agreement for professional services; coordinates execution of the Agreements; signs-off as to form being verified.  Issues draft Task Orders against Agreements; tracks status; reviews final Task Order; signs-off as to form being verified.  Develops and maintains contract database by updating database for assigned contracts; creates and updates spreadsheet with status of existing contracts and any other pertinent information.  Compiles with and monitors legal and regulatory requirement pertaining to advertisement, issuance and administration of contracts.  Serves as point-of-contact for City staff, vendors, contractors, engineering and architectural firms.  Serves as department liaison with Legal Department, regarding legal contractual negotiations, contract language revisions, etc.  Prepares final contract for execution; ensures contract related documents are obtained.  Conducts post- award contract administration to ensure compliance with the contractual terms and conditions.  Calculates contract increases based on the Consumer Price Index; processes contract renewals.  Monitors compliance to contract terms throughout project, including, amount spent, and change orders.  Conducts random audits of invoices related to contracts to ensure compliance with terms, conditions and pricing.  Verifies that insurance and bonding documents are current and request new documents when necessary.  Reviews bid specifications to ensure there are no discrepancies between bid and contract and specifications are compliant with all State insurance and bonding requirements.  Prepares, reviews and coordinates resolution correspondence and other materials needed for City Council approval of contracts and contract amendments. MINIMUM QUALIFICATIONS: Education, training and Experience Guidelines Associate’s degree from an accredited college or university with major coursework in n business or public administration, or a related field. Three years of full-time work experience in contract management or closely related field. One additional year (30 semester hours) of the required education may be substituted for 1 one of the required experience with a maximum substitution of 2 years. One additional year of full-time experience may substitute for the required education with a maximum substitution of 2 years. Page 2 of 2 Knowledge of:  Contracts, contract monitoring and contract compliance.  Principles and processes for providing customer service.  Federal, State and Local laws.  City practices, policies and procedures. Skill in:  Reading contracts, bidding/RFP documents, contract specifications, correspondence.  Drafting and editing contracts, preparing contract specifications, correspondence, resolutions and policies. Using computers and related software programs.  Performing calculations needed for preparing/administering contracts.  Interpreting state and federal statutes and regulations, case law and attorney general opinions and City policies to formulate and interpret contract documents.  Determining implications of contract revisions in the course of drafting and negotiation.  Communicating effectively, both orally and in writing.  Establishing and maintaining effective working relationships.  Data analysis and problem solving. LICENSES AND CERTIFICATION REQUIREMENTS Valid Class C Texas driver’s license PHYSICAL DEMANDS AND WORKING ENVIRONMENT Standing, sitting, walking, lifting, carrying, pushing, pulling, reaching, handling, fine dexterity, crouching, bending, vision, hearing, talking, use of foot controls.