Position: Contracts Administrator
FLSA Status: Exempt
Union Status: AFSCME
Salary Range: 10 ($19.5410-$29.3110)
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General Definition of Work
Performs a variety of specialized professional and technical duties related to the management of City contract services.
Supervision Received
Works under the general supervision of an assigned supervisor.
Supervision Exercised
May provide supervision to assistant staff as needed.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. A position may not include all of the duties listed and the listed examples are not an exhaustive list of the duties that may be found in a position of this class.
Essential Functions (A position may not include all of the duties listed, nor do the listed examples include all duties that may be found in a position of this class).
Develops professional service agreements (PSA), request for proposal (RFP) bid packages, and contract amendments;
Processes memos, resolutions, contracts, agreements, informational items, etc. through the committee and City Council administrative process, i.e., coordinating with appropriate staff in legal, PUC, PWC, Finance, and City Clerk to place items on agenda.
Provides financial oversight of project budgets; prepares spreadsheets to track revenues, expenditures, and expiration dates for all contracts, agreements, and grants;
Prepares contract and project purchase orders; processes and tracks related payments.
Manages loan programs as assigned; issues loan amounts; tracks monthly billing and payments.
Issues late notices as needed.
Helps prepare annual division/department budgets; develops tracking system for all division budgets.
Reconciles revenue, expenditures, and encumbrances with City system.
Prepares cash flow analysis and year end budget projections.
Prepares various Finance Committee items to ensure that budget--grant funding revenue and expenditure--is carried out upon approval.
Prepares Finance Department forms and helps prepare, reconcile, and track same with the approved budget through the administrative process.
Develops and maintains detailed records of project costs, financial reports, and status reports using database and spreadsheet applications.
Updates governing body; requests mid-year review from Finance Director and division/department director as needed.
Audits project costs from enterprise funds for mid-year reporting for review by City Council.
Prepares, logs, and tracks agreements, quantity sheets, and authorizations.
Processes change orders and amendments on large projects.
Prepares final “as-built” quantities and project closeout documents.
Helps prepare/coordinate presentation materials for meetings and hearings, i.e., power point slides, lap top, projector, handouts, spreadsheets, etc.
Performs other related duties as assigned.
Writes and submits grant applications to potential funding sources to secure funds necessary for continued program operation.
Additional Essential Functions for Assignment for Library Division:
Assists in the ordering and invoicing of Library materials (books and media) and supplies from library vendors.
Prepares reports for Federal, State, County and local (Friends of the Library) on Bond, MOU, and other grant expenditures.
Compiles financial reports for required annual State Library reports, and other library entity reports.
Unpacks shipments of library orders.
Knowledge, Skills, and Abilities
Knowledge of accounting principles and practices, including the keeping of financial account records.
Knowledge of city purchasing procedures;
Knowledge of modern office terminology
Knowledge of the rules and regulations related to the tasks performed.
Ability to prepare reports and presentations;
Ability to understand and operate modern office equipment including, calculator and word processing systems.
Ability to develop and maintain good working relationships with contractors and City officials.
Education Requirement
Bachelor’s degree in business administration, accounting, public administration, economics, finance, or related field.
Experience Requirement
Three (3) years experience in financial reporting, budget preparation, business computer applications, or related field
Education and Experience Equivalency
An equivalent combination of education and experience. Preference given for contract administration experience
Licensure and Certifications
None
Special Requirements
None
Physical Requirements
Tasks require a variety of physical activities not generally involving muscular strain.
Assignment to the Library Division requires unpacking shipments of library orders which involves lifting and moving of boxes up to 40 lbs.
Periodic walking, standing, stooping, bending, sitting, and reaching are required in the normal course of essential job duty performance.
Common eye, hand, and finger dexterity are required for most essential functions.
Speaking, hearing, and seeing are essential to the effective performance of position tasks.
Mental application includes memory utilization, emotional stability, and discriminative thinking.
Working Environment
Work is primarily performed in a typical office setting with appropriate climate controls and exposure to VDT’s and CRT’s.
Some fieldwork will be necessary.
Some evening and weekend work may be required
EEO/ADA Compliance
The City of Santa Fe is an Equal Opportunity Employer. In compliance with the American's with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.
Veterans’ Hiring Initiative
Pursuant to City of Santa Fe Resolution No. 2013-079, the City of Santa Fe Human Resources Department has implemented a Veterans’ Hiring Initiative policy in order to provide opportunities for veterans who meet or exceed the minimum qualifications for city employment to obtain City employment. The Governing Body does not guarantee that a veteran shall be hired for the position being applied for, only that the veteran will be given an interview; and, it does not intend to supersede or modify any collective bargaining agreement that is currently in place with the City of Santa Fe.
Job applicants who are veterans with an honorable discharge from the military or are members of the National Guard or Reserve who have successfully completed basic training, must use the Veterans’ Certification Form to identify themselves and then must attach a copy of their DD214 or DD215 and/or their proof of current Active, Guard or Reserve enlistment in order to certify their status for the position in which applying for.
Applications must be submitted online at: https://santafenm.munisselfservice.com/employmentopportunities/
Resumes will not be accepted in lieu of the city application form, unless the position status is at-will. When required of the position, high school diploma/GED, college degree(s), certification(s), or license(s) must be attached at the time of submission of the application. Each applicant is considered only for the current vacancy indicated on the application submitted. It is the responsibility of the applicant to monitor any future openings and to submit a separate application for each position. Incomplete applications will not be considered. Applications become public record upon receipt and may be made available for public inspection upon request.
Pre-placement physical exams, and drug and alcohol screenings are required for some positions.
This job announcement is not intended to be inclusive of all functions, responsibilities and qualifications associated with the position, however, representative of the essential job functions and typical criteria considered necessary to successfully perform the position. This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.
