Contracts Administrator

Job Summary

This is high level administrative work in planning, coordinating, monitoring and directing contract compliance and other administration activities for all contractual and financial functions of the Planning and Development department. The work requires knowledge of contract management terminology, and the principles and procedures of contract administration usually gained through education and on-the-job experience. Contacts with others require courtesy, tact, effectiveness in dealing with others and skill in managing vendor relationships. The work is performed following clearly defined contract administration policies and principles and involves a variety of situations in which the employee is required to exercise judgement in the evaluation of contracts and accomplishment of project objectives. The work is performed in an office environment where employee is required to use a computer and other standard office equipment. The work is performed under limited supervision, where work assignments are subject to established procedures, practices, methods and policies. The employee plans and organizes the work and determines own priorities, and the work is reviewed, usually after-the-fact, in terms of quality, timeliness and adherence to established policies and procedures.

Essential Functions

• Oversee the capital budget requirements for construction and consulting services.
• Administers contracts that must be procured through formal bid and/or solicitation process.
• Prepare requisitions and manages purchase orders for consultant and contractor services needed for capital projects.
• Coordinates with Finance Department to ensure budgeted funds are available in the financial  management system.
• Review contract specifications for accuracy, appropriateness, completeness and consistency of terms and conditions.
• Assist with preparation of contract and solicitation documents.
• Schedule and attend pre-bid and pre-proposal meetings.
• Schedule and conduct bid openings.
• Review and evaluate bids for accuracy and completeness to provide recommendation of award.
• Ensure compliance with Federal Aviation Administration (FAA) and Florida Department of Transportation (FDOT) grant assurances and other applicable laws/regulations.
• Review bid documents for compliance with bid requirements, including DBE/SBE certification, insurance and bonding requirements.
• Manages all purchase orders to ensure all appropriate approvals are received prior to execution.
• Manage, prepare and oversee all documents and correspondence which require concurrence of grant agencies in accordance with state regulation of the Joint Participation Agreement Exhibit C, Federal Procurement Regulation 49 CFR Part 18.36 and Cost Regulation Order No.5100.38A.
• Maintain orderly tracking and filing of all contract information and correspondence, and notifies management when contractual relationships are not in compliance with contracts.
• Maintain records of consultant and contractor DBE and SBE certification and coordinate recertification as required. 
• Coordinate the review and approval of all consultant and contractor invoices.
• Track funding throughout the life of projects.
• Implement and oversee the Tax Savings Program as it relates to contractors, suppliers and JAA’s Finance Department.
• Coordinate the completion of all closeout documents to ensure timely closeout of contracts.
• Review project financials with JAA Finance Department on a quarterly basis.
• Respond to contractor inquiries and public records requests regarding solicitations, bids and contract awards.
• Maintain records of project budgets and expenditures through tracking reports and budget reconciliation spreadsheets.
• Assist with annual internal, external, FAA and FDOT financial and process audits. 
• Along with other JAA Departments, assist with the implementation and processing of large    capital requisitions and purchase orders.
• Maintain and manage all contract records for the Engineering and Construction division of the department in accordance with Chapter 257 Florida Statutes, Florida Archives and History Act.
• Travel Coordinator - produce and process paperwork associated with Engineering and Facilities travel authorization/expense reports. This includes budget planning, membership renewals and employee reimbursements.
• Serve as Notary Public for the department.
• Performs other related duties as required.

Knowledge, Skills & Abilities

• Knowledge of and experience with FAA, FDOT, and state procurement and contracting laws and regulations.
• Knowledge of the contracts, forms terminology and procedures used in contracts administration.
• Knowledge of the principles and practices of public administration.
• General knowledge of state regulation of the Joint Participation Agreement Exhibit C, Federal Procurement Regulation 49 CFR Part18.36 and Cost Regulation Order No. 5100.38A.
• Demonstrated knowledge of Florida Statute 287.055, the Consultants’ Competitive Negotiation Act (CCNA).
• Skill in Microsoft Office business applications, Outlook, Excel, Word, PowerPoint, Sharepoint and Office 365.
• Proficiency in the use of Oracle.
• Ability to communicate effectively, both verbally and in writing.
• Ability to effectively represent the JAA with respect to procurement and contracting issues.
• Ability to prepare concise and meaningful reports and statistics relating to project budgets and contracts.
• Ability to exercise initiative and judgment in the application of federal, state and JAA rules and regulations as they related to procurement and contracting.
• Ability to perform calculations, analysis and produce accurate mathematical reports and presentations.
• Ability to assimilate data and make appropriate and timely decisions.
• Ability to work with minimal direction from supervisor.

Required Education & Experience

• Associate level degree or a specialized course of study in contract administration and
• 10 years of program, contract and administrative management experience in the field of Construction and/or Engineering, OR
• An equivalent combination of education, training and experience.

Preferred Education & Experience

• Bachelor’s degree in related discipline.
• Experience in public sector administration.
• DemandStar experience highly desired.

Licenses & Certifications

• Must be able to obtain and maintain a Security Identification Display Area (SIDA) badge.
• Florida Class E Driver’s License may be required and must be maintained.

Physical Demands

The physical demands consist of moving from one work location to another, sitting or standing at a workstation for extended periods of time and may involve lifting objects weighing up to 15 pounds. Must be able to perform the physical requirements of the position with or without reasonable accommodation.