Contract Coordinator

GENERAL STATEMENT OF JOB

Under general supervision, this position administers, organizes and coordinates all aspects of contract development and contractual agreements for professional services, construction projects and goods.  Reports to the Assistant Director of General Services.  

ESSENTIAL JOB FUNCTIONS

Manages multiple contracts, and the administration of contract processes for professional services, construction projects, and coordination of procurement for services and goods; prepares requisitions; develops specifications, and opens and reviews bids; manages projects to completion, and monitors contractor's performance to ensure compliance with project plans and specifications, city codes, ordinances and obligations to the city. 

Organizes construction and pre-construction meetings with contractors, sub-contractors, design professionals, architects, applicable staff and others; functions as a lead staff member providing guidance, assistance, and training to staff in the preparation of Request for Quotes (RFQ), Invitation to Bid, and Request for Proposal (RFP) to include assistance in the development of contract language, technical specifications, evaluation techniques, and  selection of vendors/contractors; serves as the department representative on assigned contracts. 

Interacts with the public and others outside the work unit to obtain and provide information and assistance; may screen and respond to inquiries and complaints; provides information on policies and procedures; performs other similar types of administrative support activities; and responsible for establishing, coordinating, and/or maintaining filing and record systems.

Resolve matters such as work procedures, complaints, and construction problems; notes any issues concerning compliance with building and or safety codes; performs cost analysis of services as requested; documents, tracks, and follows-up on requests for information; prepares change orders and cost tracking reports for funds. 

Performs other related work as required.   Individual assignments will be determined by supervisor based on current workload and department needs.

PERFORMANCE INDICATORS

Knowledge of Job: Thorough knowledge of contracts, building maintenance, renovation techniques and technology, and materials and technology common to construction trades.   Has thorough knowledge of practices and processes pertaining to improvements, repairs and alterations of facilities. Has thorough knowledge of the administrative practices and procedures relative to building maintenance management.  Has thorough knowledge of the principles and practices of architectural engineering as applied to the design, construction and maintenance of a wide variety of municipal facilities.  Has thorough knowledge of the occupational hazards and proper safety precautions utilized in construction and maintenance work.  Has thorough knowledge of Virginia Public Procurement procedures for construction.  Considerable knowledge of the current literature, trends and developments in the field of construction management and maintenance.   Ability to maintain records and prepare financial, administrative and analytical reports.  Ability to exercise independent judgment in making decisions.  Ability to identify, select and negotiate with contractors, vendors and consultants.  Ability  to maintain accurate records and prepare reports.  Ability to effectively communicate and express ideas orally and in writing.  Ability to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities.  Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility.  Maintains high quality communication and interactions with all departments, co-workers and the general public. 

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.”  

Dependability: Assumes responsibility for doing assigned work and for meeting deadlines.  Completes assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures.  Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas. 

Attendance: Attends work regularly and adheres to policies and procedures regarding absences and tardiness.   Provides adequate notice to higher management with respect to vacation time and time-off requests. 

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities.  Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction. 

Judgment: Exercises analytical judgment in areas of responsibility.  Identifies problems or situations as they occur and specifies decision objectives.  Identifies or assists in identifying alternative solutions to problems or situations.  Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors.  Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment. 

Cooperation:  Accepts supervisory instruction and direction and strives to meet the goals and objectives of same.  Questions such instruction and direction when clarification of results or consequences are justified i.e., poor communications, variance with policy or procedures, etc.  Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit.   Contributes to maintaining high morale among all department employees.  Develops and maintains cooperative and courteous relationships with department employees and managers in other departments, to project a good departmental image.  Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city.   Emphasizes the importance of maintaining a positive image within the city.  Interacts effectively with fellow employees, Deputy City Manager (Operations), professionals and the general public. 

Coordination of Work:   Plans and organizes daily work routine.   Establishes priorities for the completion of work in accordance with sound time-management methodology.   Avoids duplication of effort.   Estimates expected time of completion of elements of work and establishes a personal schedule accordingly.   Attends meetings, planning sessions and discussions of time.  Implements work activity in accordance with priorities and estimated schedules.   Maintains a calendar for meetings and deadlines.  

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies.  Sees that the standards are not violated.  Maintains a clean and orderly workplace. 

EDUCATION & EXPERIENCE

Bachelor’s Degree in Public Administration, Business Management, Building Construction or a related field, and 3-4 years of experience with governmental purchasing, long term services and construction contracts or an equivalent combination of education and experience.   

SPECIAL REQUIREMENTS

An acceptable general background check to include a local and state criminal history check.  

A valid driver’s license with an acceptable driving record. 

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to operate a variety of office machinery and equipment including calculators, copiers, etc.   Must be able to exert up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects.  Physical demand requirements are for Light Work.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things. 

Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information.  Includes receiving instructions, assignments and directions from management.  

Language Ability: Requires the ability to read contract language, terms and conditions, work orders, project specifications, schedules, invoices, equipment manuals, repair manuals, maps, codes, policy manuals, and blueprints.  Requires the ability to prepare correspondence, reports, budgets, purchase orders, schedules, payroll documents and appraisals using prescribed format and conforming to all rules of grammar, punctuation, diction and style.  Requires the ability to communicate effectively in Standard English.  

Intelligence:  Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of instructions furnished in mathematical or diagrammatic form; and to deal with several abstract and concrete variables. 

Verbal Aptitude:  Requires the ability to record and deliver information, explain procedures, and follow oral and written instructions.  Must be able to communicate effectively and efficiently using Standard English, mechanical, technical and electrical terminology.  

Numerical Aptitude: Requires the ability to utilize mathematical formulas.  Must be able to add, subtract, multiply, and divide.  

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. 

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment. 

Manual Dexterity: Requires the ability to handle a variety of items, such as office equipment.  Must have minimal levels of eye/hand/foot coordination. 

Color Discrimination: Requires the ability to differentiate between colors and shades of color. 

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions.  Must be adaptable to performing under minimal levels of stress. 

Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).

Salary : $48,031 - $69,165