Contracts Administrator

JOB OPENING

CITY OF FARMINGTON

JOB POSTING #146: Contracts Administrator

NUMBER OF VACANCIES: 1

DEPARTMENT: Administrative Services / Purchasing

PAY GRADE: M, Exempt

HIRING RANGE: $55,222.64 to $85,815.26 annually

WORK LOCATION: West Annex - 1st Floor

DAYS WORKED: Monday - Friday

TYPE OF POSITION: Regular, Full-Time

HOURS WORKED: 8:00 AM - 5:00 PM

APPLICATIONS WILL BE RECEIVED UNTIL: Tuesday, September 3rd, 2024

JOB DUTIES

ESSENTIAL DUTIES:

Work under the direction of the Chief Procurement Officer.

Supervise work and activities of a staff of buyers in the Purchasing Division in all manners of the day-to-day operation of the Purchasing Division. In the absence of the Chief Procurement Officer, this position will have overall responsibility for the Purchasing Division under the direction of the Administrative Services Director. Must obtain the State of New Mexico Chief Procurement Officer Certification within one year.

Must be able to interpret and apply the New Mexico Statutes, New Mexico Procurement Code and Uniform Commercial Code and educate others on the appropriate application.

Provides leadership and direction to team members in all situations, including but not limited to pandemics, natural disasters, force majeure, vendor disruption, product shortage, personnel shortage, or other disruptive events. Develop and administer contingency plans as needed.

Advise and assist other City divisions and management in purchasing and contract procedures. Direct, give advice, and review specifications for projects requiring extensive technical or professional services or for complex construction projects.

Develop and conduct training on insurance requirements, contracts and administration of long-term contracts.

Assist in the preparation of agreements and amendments and administration of construction contracts and long-term contracts throughout the duration of the contract.

Provide leadership for the contracts administration, compliance and database function.

Organize, maintain and electronically track all contracts and related documents. Ensure that database system functions properly; to serve the Purchasing Division and its customers. Manage the City's portfolio of contracts. Lead contract close-out efforts.

Provide documentation and interpretation of contractual rights and obligations, internally and externally, to ensure that due diligence is practiced in complying with the stated terms and conditions.

Assist in the development of unique processes and contract language to address non-traditional circumstances and conditions.

Assess, track and identify key City needs for long term contracts including specification, acquisition, maintenance, and support requirements. Work with suppliers and internal service providers to maintain a professional relationship. Serve as the authorized point of contact and subject matter expert for all contractual matters.

Ensure suppliers meet defined requirements, goals and targets. Establish supplier improvement targets in cost, quality, delivery and inventory reduction. Lead all aspects of supplier negotiations, including contract terms, pricing, price re-determinations, and performance management. Provide leadership in developing key long-term supply contracts to achieve continuous improvement. Manage contracts to ensure cost, service and quality requirements are met.

Review specifications for all departments ensuring all required terms and conditions, contractual provisions, and clauses required are included.

Make site visits to measure productivity and progression of contracts throughout the City.

Develop and maintain terms and conditions for purchasing agreements and contracts. Recommend modifications to accommodate regulatory, legislative, industry or City changes. Seek advice from Legal when appropriate.

Assist in administration of projects from specifications to completion including troubleshooting invoices with buyers as to wrong payments, credits, payment terms, and duplicate billings.

Prepare and distribute reports and statistical data to facilitate planning and maintenance of accurate contract records and files.

Coordinate with all levels of management to gather, analyze, summarize, and prepare recommendations on sourcing strategies, practices and procedures.

Responsible for the successful strategy, development and execution of assigned procurement programs to maximize efficiency, cost savings and reduce liability exposure. Identify and investigate all cost of ownership opportunities including non-purchase price driven opportunities.

Keep abreast of market trends, changes in business practices and new or altered types of materials and services entering the market. Analyze key trends in contract management, global supply and industry analysis.

Review and evaluate competitive solicitations. Make presentation and recommendation to City Council when assigned or in the absence of the Chief Procurement Officer and Administrative Services Director; upon approval, award contract.

Assist with audit meetings related to the procurement process on federal or state grant agreements. Update and maintain documentation on compliance with federal or state grant agreements. Work with audit personnel to review documentation for accuracy.

Assist with day-to-day management of the P-Card program to include tracking and maintenance of cardholders during all phases of the P-Card life cycle from card application through card retirement.

Assist with the cell phone program. Work with the City's cell phone representative to order, issue, and activate new cell phones. Inactivate cell phones as necessary.

Work with businesses to maintain the City's tax-exempt status for p-card users.

Performs duties of Buyer II and Buyer I as needed.

NON-ESSENTIAL DUTIES:

Cross train on other positions and train others to be a backup for the Contracts Administrator position.

Assist Chief Procurement Officer with maintenance of performance data, procurement documentation, master files, templates, and procedures.

At the direction of the Chief Procurement Officer, assist with Buyer workload when required. Process informal and formal solicitations as required/requested.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

QUALIFICATIONS:

This position is subject to the City's Drug and Alcohol-Free Workplace Program. This includes, pre-employment testing, post-accident testing, reasonable suspicion testing, return-to-duty testing, and follow-up testing.

Ability to establish and maintain effective working relationships with co-workers, supervisors, other City personnel, and the public.

Excellent verbal communication, written communication, analytical and problem-solving skills, and customer service skills.

Strong work ethic, displaying initiative, adaptability, and integrity.

Comprehensive knowledge of computer applications and software packages. Including, but not limited to, Central Square, MS Excel, MS Word, MS PowerPoint, MS Access, Adobe Acrobat Professional, electronic bidding and contract management software, procurement card software, and other electronic document management systems is required. Knowledge of use of Google products preferred.

Must be able to manage a heavy workload under pressure with tight deadlines.

Works independently with minimal supervision.

Extensive background checks required.

Valid driver's license.

Graduation from an accredited four-year college or university with a degree in contract administration, public administration, business management or a closely related field is strongly preferred. Five to seven years experience in the procurement/contract field is preferred. However, any equivalent combination of education and experience sufficient to perform job duties may be considered.

Certified Public Procurement Buyer (CPPB), or NIGP-Certified Procurement Professional (NIGP-CPP) required, or ability to obtain such upon meeting the eligibility criteria. Certified Federal Contracts Manager (CFCM), Certified Professional Contracts Manager (CPCM) designations preferred, but not required.

Comprehensive knowledge and application of New Mexico State Statutes, including, but not limited to, New Mexico Procurement Code, New Mexico Public Works Contracts, New Mexico Subcontractors Fair Practices Act, Public Works Minimum Wage Act.

Comprehensive knowledge and application of 2 CFR 200 procurement rules for federal awards and the Federal Acquisition Regulations, including, but not limited to, Federal Aviation Administration, Federal Transit Authority, Department of Justice, Federal Emergency Management Agency, Department of Homeland Security and the Department of Housing and Urban Development and other applicable government regulations and clauses is required is preferred.

Knowledge of business law, including familiarity with the Uniform Commercial Code (UCC) and American Bar Association (ABA) model procurement code is preferred.

Extensive knowledge of contract law and its application to the purchasing process is preferred.

Working knowledge of Environmental Protection Agency (EPA) guidelines for hazardous and special waste; New Mexico Environmental Improvement statute referencing procurements made of recycled material; and New Mexico Construction Industries Division Rules and Regulations is preferred.

Knowledge of automated purchasing operations including data input into system is preferred.

Comprehensive knowledge of licensing requirements, insurance, and bonding requirements is preferred.

Must possess strong leadership and interpersonal skills, be very detail oriented, have strong organizational and time management skills.

Ability to maintain organized project tracking system is required.

Judgment and originality sufficient to plan procurement strategies for large scale acquisition programs or systems, strong organizational and strategic planning skills.

TOOLS AND EQUIPMENT USED:

Personal computer including word processing and spreadsheet software, typewriter, calculator, copy machine, telephone, fax machine, hand held recorder and projection equipment.

Operate a motor vehicle to assist in carrying out the business of the department and the City.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is a normal office setting. The noise level in the work environment is usually quiet. Work is ordinarily performed in an office. However, site visits are often necessary in the supervision of contracts throughout the City.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V

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