Contract Administrator

City of DeLand

120 South Florida Avenue, DeLand , FL 32720

Phone : (386) 626-7000

CONTRACT ADMINISTRATOR

Department : 201 / Water & Sewer Admin                                            Exempt : Yes

Reports To : Public Services Director                                                     Pay Grade : 120

Position Type : Full-Time                                                                             Hours : 40 hrs / week

Job Summary : The Contract Administrator will support the Public Services Director and City Engineer in preparing procurement documents and administering the Department’s Capital Construction program. This position will handle complex and routine assignments given by the Department / Division head. This position will make decisions based on departmental policies, procedures, and instructions.

DUTIES & RESPONSIBILITIES

Responsible for the preparation and conformance of contracts.

Over sees database management for APS, vendor list, and capital purchases.

Prepares / performs line item budget and budget coordination for various divisions as assigned.

Provides administrative services to surrounding departments as assigned.

Prepares agendas, minutes and materials for meetings, special reports, bid documents for distribution, and purchase orders as needed.

Transcribes, composes memos, letters, etc.

Creates, prepares, submits and maintains performance measures for divisions as assigned.

Prepares legal documents.

QUALIFICATION REQUIREMENTS - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE REQUIREMENTS

High school or general education degree (GED) and an Associates of Arts (AA) degree from an accredited institution is required.

A minimum of four (4) years experience in administration of construction projects or related field is required.

Experience in advanced clerical and secretarial work is required.

Completed Course work in Bookkeeping or Accounting, Construction Contract Administration or related field is required.

An equivalent combination of education, experience and training which provides the required knowledge, skills and abilities may be considered for minimum requirements.

PREFERRED SKILLS - Associate degree from an accredited college or university with a major in Construction Administration, Business or related field is highly desirable.

LICENSES AND SPECIAL REQUIREMENTS - Valid Florida Driver’s License.

LANGUAGE SKILLS

Ability to clearly and effectively communicate verbally and in writing.

Ability to develop and maintain good personal relationship with other employees and the public.

Ability to relay important information in a timely manner.

Ability to provide good customer service and deal with the general public in a professional, courteous manner.

Ability to read and interpret documents such as financial reports, letters, and memos contractor pay requests, construction contract documents.

REASONING ABILITY

Ability to apply common sense understanding, to carry out and follow complex instructions furnished in written and oral form.

Ability to deal with problems involving several variables in standardized situations when immediate guidance from the supervisor may not be available.

Ability to work with a minimum amount of supervision and to think and act independently under general supervision.

Exercise independent judgment in the performance of specifically assigned responsibilities.

OTHER SKILLS AND ABILITIES :

Extensive knowledge in office terminology, practices and procedures and the operation of equipment.

Ability to make decisions in accordance with laws, ordinances, regulations and established policies.

Advanced knowledge of the Microsoft Office Suite (Word, Excel, Access, and PowerPoint).

Capability to effectively assist supervisory personnel and non-supervisory personnel.

Ability to perform basic mathematical computations. (addition, subtraction, division, multiplication, fractions)

Knowledge of basic construction operations and job terminology.

Clerical aptitude, initiative, efficiency, good judgment and tact and courtesy are required.

WORK ENVIRONMENT / ADA : While performing the duties of this job, the employee is regularly required to sit for long of periods of time performing repetitive functions and / or view a display screen. Some of these functions include : filing and ordering files. Ability to access, input, and retrieves information from a computer.

Lifting : Lift up to 15 Pounds,

Vision : 20 / 20 or Corrected to 20 / 100

Environment : Office Work

Hearing : Normal Noise Levels for Work Environment

• Class Descriptions are not intended to be restrictive. The use of (or absence of) a particular illustration of duties shall not be held to exclude or limit the authority of a Department Head to assign other duties which are similar and related to work.