Contracts Administrator
City of Missouri City, TX
Missouri City, TX
$67,916 - $84,895 a year
Description
Definition
The city of Missouri City is seeking two full-time, mid - level Contract Administrators that will work under the direction of the Procurement Manager in the Financial Service Department in the purchasing division.
The ideal candidates will primarily be required to perform the necessary procurement-related tasks that will facilitate the drafting, issuance, receiving, reviewing, negotiating, and administering of various contracts (through final close out) in accordance with applicable policies and procedures.
The Contract Administrators will also facilitate year-end closings, assist in the administration of the city's procurement card program, and perform any other tasks that will expedite the procurement of goods and services for use by the city.
Examples of Work
PROCUREMENT-RELATED TASK
- Develops and utilizes the appropriate procurement methodology to solicit competitive pricing (i.e., formally, and informally), for goods and services in accordance with the City’s Procurement Policy and the applicable State of Texas Bid Laws.
- Works collaboratively with user departments to develop and issue the appropriate procurement methodology for the required goods and services.
- Identifies internal historical usage and spending patterns to leverage the procurement of goods and services.
- Receives, review, and analyze responses for goods and services, and utilizes business acumen to make award recommendations that are in the best interests of the City.
- Ensures diverse businesses (i.e., Minority/Women-owned, Small Businesses) have an opportunity to participate in the solicitation process.
- Facilitates procurement-related meetings with perspective Firms and internal stakeholders to review offers submitted to the City.
CONTRACTS
- Issues correspondence to expedite the development and execution of contracts.
- Reviews the terms and conditions of offers to determine whether their acceptance is in the best interests of the City.
- Takes the necessary steps to mitigate risk.
- Works collaboratively with user departments and the Legal Department to resolve contract-related issues.
- Ensures the timely dissemination of contract-related information to all stakeholders.
- Tracks the issuance of change orders and expenditures against a contract for compliance purposes.
- Maintains correspondence to document the history of a contract
- Uses existing software (i.e., MUNUS), to monitor, manage, and effectively administer contracts.
MUNIS
- Administers Change Orders
- Trains employees on MUNIS
- Verifies requisitions are created correctly
- Performs Vendor Maintenance
- Develops and analyze Spend Reports
- Participates in year-end-closing activities
- Ensures new vendors submit the required documentation
- Assists the Finance Department with the issuance of 1099’s
P-Card
- Interface with the Bank, & maintains accurate P-Card Files
- Aids in the resolution of P-Card issues
- Produces and analyzes P-Card Usage Reports
- Assists in the administration of the City’s P-Card Program
- Provides customer service to employees relative to P-Cards
Miscellaneous
- Responds to public information requests
- Facilitates the auctioning of City surplus items
- Verifies Pre-Travel and Post-Travel Reimbursement Forms
- Maintains an Active Contract Roster & other procurement files
- Processes Payment Request Forms & Manage City’s business accounts
- Participates in the City’s Small Business & vendor outreach events, & educates vendors on how to do business with the City
- Performs other duties as may be required & subject to 24-hourrecall.
- Performs work with a demonstrated sense of urgency accepts constructive feedback, and seeks self-improvement
- Experience with Microsoft Office Suite required, and MUNIS preferred
- Prior experience working in a Purchasing or Procurement Office for a public entity or non-profit organization preferred.
Education, Experience, or Certification
- A bachelor’s degree in finance, Accounting, Business Management, Public Administration, or a closely related field from an accredited college OR
- A minimum of five (5) years of related professional experience as a contract analyst, administrator, or with progressively responsible experience in the development, coordination, and management of contracts in a municipal environment preferred.
- Experience and knowledge in the preparation, administration, and negotiation of government contracts and procurement practices are preferred.
- Certification: CTCM, CTCD, CPPB,or CPPO desired.
Supplemental Information
The Department of Human Resources & Organizational Development may consider an equivalent combination of education, training and/or experience