Contract Coordinator, Sr.

Community Builder

Make a difference in the community you live in! As a Community Builderan employee with the City of Gainesvilleyou will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it's a chance to contribute to community success and to help enhance the Gainesville way of life.

This is highly responsible and professional work with grants and contracts for the Public Works Department. This classification is responsible for insuring that all departmental contracts, grants, procurement and related documents are in compliance with federal, state, local and city directives and policies and procedures. Positions allocated to this classification report under the direction of a higher level manager and work under general supervision.

Examples of work include:

• Reviews contracts, grants, bid documents and request for proposals, leases, agreements, and terms and conditions to assure clarity and protection of the City's interests.
• Draft agreements and provides initial review and comments.
• Review, monitor and process inter-local agreements, professional agreements, construction documents, contract proposals, address contingencies, change orders, and invoice pay application payments.
• Coordinate the departmental procurement process in accordance with policies and procedures.
• Coordinates review of grant and contract documents with Contract Manager, City Attorney, Risk Management, Purchasing, Finance and Accounting.
• Reviews, process and monitor construction agreements, performance and insurance bonds for conformity with project contract requirements and policies.
• Draft, process and coordinate construction related documents
• Ensures compliance with contract provisions for all state, local and federal funding source agreements by customizing contracts or bids to include such provisions.
• Coordinates with Project Managers the administration of the Local Agency Programs (LAP) with the Florida Department of Transportation (FDOT) or similar agency to maintain certification.
• Conducts pre-bid conferences, tabulates bids, presides at bid openings and solicits written quotations.
• Maintains an on-going library of approved current version contract templates and related forms for departmental use
• Resolves problems with procurement of goods and services.
• Examines performance requirements, delivery schedules, and estimates of costs of material, equipment, and production to ensure completeness and accuracy.
• Prepares bids, process specifications, test and progress reports, and other exhibits that may be required.
• Reviews bids from other firms for conformity to contract requirements and determines acceptable bids.
• Performs the duties listed as well as those assigned, with professionalism and sense of urgency.
• Attends work on a continuous and regular basis.

Non-essential job functions include:

• Coordinates and prepares contract agenda items for the City Commission according to prescribed procedures and deadlines.
• Performs other related duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.

Education and experience:

Bachelor degree from an accredited college or university with major course work in public or business administration, accounting, finance or economics, and two (2) years of contract monitoring and coordination experience; or an Associate degree with course work in business administration, accounting, finance or economics and four (4) years of contract monitoring and coordination experience; or a high school degree or possession of an acceptable equivalency diploma and six (6) years' experience of contract monitoring and coordination experience.

Knowledge, skills and abilities:

Thorough knowledge of basic principles, practices, and techniques of contract writing and administration.

Thorough knowledge of municipal departmental organizations and functions and their interrelationship within the organization, as well as with other levels of government.

Knowledge of the forms, terminology and procedures used in administering contracts.

Knowledge of the principles and practices of public administration.

Knowledge of computers and relevant software.

Knowledge of federal, state and local laws in accordance with contracts

Ability to work independently to solve problems and make sound decisions with the knowledge at hand.

Ability to create and maintain files.

Ability to follow established policies and procedures.

Ability to track and follow through on extended projects.

Ability to research and monitor grant and contract requirements

Ability to secure proper documentation and logically assemble, organize and present data in written and oral form.

Ability to communicate effectively, both orally and in writing.

Ability to prepare comprehensive reports and recommendations.

Ability to work effectively with elected officials, Charter Officers, department heads, representatives of other agencies, other City employees and the general public.

Physical and environmental requirements:

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.

Physical requirements:

While performing the duties of this job, the employee is often required to sit for prolonged periods of time.

Work environment:

Work is performed in an office environment with moderate noise levels.

May be required to work and attend meetings outside regular business hours.

The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally.

Equal opportunity:

The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department.

Veterans' preference:

Veterans are encouraged to apply. Veterans' Preference ensures that veterans and eligible persons are given consideration at each step of the selection process.