The City of Berkeley has an exciting opportunity for a Contract Administrator in the Finance Department. The Contract Administrator administers, develops, monitors and resolves problems related to expenditure or construction contracts for services, projects, materials, supplies and equipment; examines and analyzes performance requirements, delivery schedules and prepares requests for proposal packages, bids and process specifications; participates in the development and fulfillment of contract requirements; performs related work as assigned.
This is the specialist level in professional procurement in which incumbents provide a single point of contact for departments to review and revise terms and conditions of proposed contract language in a timely manner and provide technical assistance to departments in the preparation of requests for proposals, invitation for bids and requests for qualifications. Incumbents typically ensure compliance with all city ordinances including the Nuclear-Free-Berkeley, Oppressive States, Living Wage, Equal Benefits, workforce composition data submittals; ensure compliance with state and federal law such as the Davis/Bacon Act; reviews and ensures insurance requirements and proof of coverage, and may be assigned authority to approve expenditures within area of administrative responsibility, in accordance with the City Council resolutions related to annual expenditures, internal controls, administrative regulations and the Purchasing Manual. Incumbents may supervise, instruct and provide guidance and instruction to staff. This class is distinguished from the General Services Manager, which is a division head classification responsible for planning, organizing, and directing the programs and activities of the General Services Division within the Finance Department.
Typical duties include: 1. Consolidates and act as liaison between departments to improve pricing and bring about economies of scale on city-wide blanket purchase orders; 2. Provides technical assistance to departments and streamlines administrative processing to ensure proper documentation of all contracts that require interoffice coordination; 3. Maintains an intranet-based "Contracts On Line" resource and develops online vendor insurance information for staff; 4. Identifies opportunities to consolidate contracts and leverage buying power with suppliers; uses innovation solutions and best procurement practices to take advantage of economies of scale; 5. Ensures post award administration of contracts and monitors performance of the requirements and scope of the contracts; 6. Acts as liaison and assist departments with documenting problem vendors and offer remedies; 7. Provides performance measures for all non-construction expenditure contracts; 8. Monitors developments in the purchasing field and recommend improvements to internal policies, administrative regulations, procedures and related policies; 9. May supervise, instruct, evaluate and lead staff as required; 10. Prepares periodic and special reports as required; and 11. Performs related duties as assigned.
KNOWLEDGE AND ABILITIES:
Knowledge of: 1. Modern public procurement principles and practices, including formal and informal competitive bidding procedures; Principles and practices of employee supervision, including selection, training, work evaluation and discipline; Applicable federal, state and local laws, regulations, and ordinances; Principles and techniques of preparing and analyzing formal proposals and sealed bids; Contractual terms and conditions, insurance, bid and performance bonds. Principles of business administration and economics as applied to the procurement function; and various grades, quality standards, and sources of supply and price trends for a variety of goods and services. Skill in and ability to: Analyze technical or complex purchasing problems and reach sound, independent conclusions; Plan, assign, supervise, review and evaluate the work of others; Use Computer applications including Microsoft Office's Word, Excel, and Power Point; Read and interpret plans, drawings and technical specifications; Interpret and implement guidelines for special purchasing restrictions imposed by charter, local ordinances, and resolutions; Contract effectively with regard to economies of scale, quality and price; Coordinate several projects concurrently and meet critical deadlines; Effectively communicate and express ideas orally and in writing; Maintain accurate records and files; Prepare clear, accurate, concise and often technical reports, specifications, requests for proposal, correspondence and other written materials; Establish and maintain productive and effective working relationships with those contacted in the course of the work; Exercise tact, courtesy and firmness in frequent contact with vendors; Apply and interpret and explain policies to other employees and vendors.
Education Bachelor's degree in public administration, public policy, business administration, accounting, or closely related field from an accredited college or university,
Experience Five (5) years of experience in contracts management for a wide variety of services, materials, supplies and equipment.
OTHER REQUIREMENTS Must be able to travel to various locations within and outside the City of Berkeley to meet the program needs and to fulfill the job responsibilities. When driving on City business, maintenance of a valid California driver's license and satisfactory driving record is required.
Internal Number: 2019-04-28050
About City of Berkeley
The City of Berkeley is distinguished by its unparalleled understanding and prominence of diversity, community engagement, and activism. Home to the University of California's flagship campus, Berkeley's population is well educated, diverse, and engaged.
The City of Berkeley provides a comprehensive range of municipal services to its population. In addition to the customary city services, the City operates its own Health, Housing and Community Services Department, providing a public health, mental health, and environmental health services to the community as well as its own residential and commercial solid collection, recycling, and disposal service.