Contract Administrator, Facilities Maintenance

Join a workforce where innovation and teamwork provide support to the community and citizens of Monroe County.

Compensation:

$74,874.84 - $119,799.76

Job Description:

The primary function of this position is to perform highly specialized office and administrative work in support of the Department Director, direct supervisor, and additional department supervisors when required. Handle daily operational functions of the office. Specialized administrative work involving the contract responsibility for Facilities Maintenance and other County departments as needed. Responsible for generating, executing, and managing Facilities Maintenance contracts, leases, and revenue.

ESSENTIAL JOB FUNCTIONS

• Oversee the contract process.
• Reviews, prepares, manages, and amends the department's contracts for legal and county policy compliance (RFPs, RFQs, agenda items, change orders, etc.).
• Advise other department personnel of contract terms and budgets as applicable.
• Tracks all contracts, including investigation, input on settlement, payments, and coordination with the Clerk of Court, finance director, and legal department.
• Reviews all requests for payment for contractual compliance and conformity to contract requirements.
• Coordinates with state and local governmental agencies to obtain and renew permits.
• Responds to all departments requesting information on Facilities Maintenance contracts.
• Examines contractual budgets of departments and reviews financial reports in order to assist in planning future budgets.
• Processes purchase orders, payment applications, invoices, change orders, etc.
• Enters invoices and supporting documentation into the County's work order database.
• Tracks annual spending for each contract to ensure expenses do not exceed the maximum value of the contract. Notifies supervisor and Facilities Maintenance Budget Administrator of any issues.
• Assures all new vendors are properly registered with Monroe County.
• Prepares, reviews, and monitors agenda items for inclusion on the monthly BOCC agenda.
• Monitors compliance with terms of all Facilities Maintenance contracts and leases, and when necessary, advises Department Director and/or Supervisor of problems and issues associated with contracts.
• Coordinates with Finance Department and appropriate staff to determine compliance with contracts.
• Drafts contractual supporting documents, such as complex amendments, letters, addenda, and other documents to existing master agreements.
• Conducts pre-bid meetings, Contract Selection Committee meetings, and any others applicable to the contract process.
• Develops and maintains monitoring database detailing dates, contracts, and deliverables.
• Coordinates with Contractor and Facility Maintenance Area Supervisors routine inspection and maintenance schedules.
• Confirms all contract term deliverables are being performed and documented, such as required inspections, reports, etc. Alerts and coordinates with Facilities Maintenance Area Supervisors regarding issues identified from these deliverables.
• Prepares invoices for utility reimbursements in accordance with applicable Inter-Local Agreements. Tracks reimbursement revenue.
• Monitors expiration dates of all Facilities Maintenance contracts and initiates renewals or RFP/RFQ/RFB to replace a contract not eligible for renewal.
• Ensures Certificates of Insurance are up to date and approved for all contracts.
• Analyzes contractual requirements, special provisions, and legal terms and conditions to ensure compliance with appropriate laws, regulations, County policies, and department procedures
• Develops, continuously updates, and improves standardized contract and bidding forms.
• Ensures that all required department heads have completed reviews prior to the contract being placed on the agenda for approval.
• Coordinates with staff to ensure that contracts are promptly executed and delivered to contractors and coordinates proper communication channels for all terms of the contract.
• Functions as primary point of contact for all calls to contractors as needed.
• Assists in the development of departmental policies and procedures.
• Performs other related job duties as assigned.
• In the event of special, emergency, or disaster situations, employee may be required to work schedules other than those for which they are regularly scheduled in any capacity deemed appropriate.

QUALIFICATIONS

Education and Experience:

A minimum of 5 years of prior related work experience is required. Bachelor's degree preferred. Major(s) preferred: Accounting, Finance, Public or Business Administration. Additional directly related work experience may be used to substitute for degree requirements.

Special Qualifications:

Intermediate to Expert understanding of Microsoft Office Suite with a focus on Word, Excel, and Outlook.

Knowledge, Skills, and Abilities:

• Ability to oversee the work of a team engaged in providing specific services, completing specific projects, or assisting other units.
• Ability to perform professional-level work dealing with data, people, and technology that relates to administrative, technical, scientific, engineering, accounting, legal, or managerial skills.
• Ability to follow guidelines for operational activities; ability to make decisions that govern the activities and behaviors of staff members, with work directly impacting other workers, citizens, or both.
• Ability to oversee and manage work involving multiple units; ability to work regularly with other managers to successfully meet the goals and objectives of the organization.

PHYSICAL DEMANDS

The work is sedentary and requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Speaking: Expressing or exchanging ideas by means of the spoken word, including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and/or extensive reading.

WORK ENVIRONMENT

Work is performed in a dynamic environment that requires sensitivity and responsiveness to changes that include goals, priorities, and needs of the organization and position.

Monroe County has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

Equal Opportunity Employer: Monroe County does not discriminate on the basis of race, color, national origin, gender, religion, age, disability, or military service in employment or the provision of services.

Empleador de Igualdad de Oportunidades: El Condado de Monroe no discrimina por motivos de raza, color, origen nacional, gnero, religin, edad, discapacidad o servicio militar en el empleo o la prestacin de servicios.

Veterans Preference according to Florida State Statute 295.07: Certain service members and veterans, and the spouses and family members of the servicemembers and veterans, receive preference and priority in employment by the state and are encouraged to apply for the positions being filled.
Preferencia de Veteranos de acuerdo con el Estatuto del Estado de Florida 295.07: Ciertos miembros del servicio y veteranos, y los cnyuges y familiares de los miembros del servicio y veteranos, reciben preferencia y prioridad en el empleo por parte del estado y se les alienta a solicitar los puestos que se estn llenando.