Contract Administration Coordinator

Full Job Description

Are you looking for a position with a work/life balance? Do you want to earn four (4) weeks off during your first year of employment? Do you want low and no cost health insurance options?

If you answered "yes" to any of these questions, you need to complete your application now. Work for the city you love!!!

The Public Works Department is actively seeking two (2) Contract Administration Coordinators.

Did you know as a City of Jacksonville employee; you would also have twelve (12) paid holidays and a personal leave day as well?

In addition, health insurance, dental, vision, life insurance and flexible spending plans are also available.

City of Jacksonville employees are also eligible for Federal Student Loan Forgiveness after ten (10) years of public service and on-time payments.

This is professional work in administering and monitoring contracts and agreements, which require interpreting documents with respect to evaluating compliance and processing change orders, invoices and payments.

Work requires a knowledge of techniques, methods, and procedures used to interpret contract specifications and agreements, and depending upon assignment, may require knowledge of construction projects, grounds upkeep, building maintenance, recreation programming and/or service delivery to ensure contract specifications meet the needs of the department and are being implemented by the city, the contractor and/or the partner.

May train, assign, schedule, monitor and review the work of others.

Contacts with others require skills in understanding and influencing people and are important in providing client services, including skills of persuasiveness, assertiveness, and sensitivity to other people points of view that are required to influence behavior, change an opinion, or turn a situation around.

Work is standardized in that tasks are covered by substantially diversified procedures and specialized standards, and because of changing priorities or different situations, the employee has the latitude to consider which of the many procedures or standards should be followed and in what sequence.

The work involves differing situations requiring the use of judgment in search for solutions or new applications. Work is performed in an office environment.

Operates a motor vehicle and standard office equipment such as computers, telephones, facsimile machines, copiers, and calculators.

Physical demands consist mainly of sitting or standing at a workstation for extended periods of time and occasionally lifting and moving light objects weighing up to twenty (20) pounds.

Work is performed under limited supervision where work assignments are subject to established procedures, practices, precedents, methods, techniques, standards, and well-defined policies, and the worker plans and organizes the work and determines their own priorities.

The work is reviewed, usually after the fact, in terms of quality, timeliness, and adherence to established methods, standards, and policies.

Requirements

• Coordinates and monitors contract and agreement administration activities for various projects.
• Interprets contract documents to evaluate appropriateness of change orders and invoices.
• Reviews and process purchase orders, invoices, and progress payments for compliance with contract requirements.
• Coordinates with field personnel to review, evaluate, and resolve construction, services and contract disputes with contractors.
• May develop, review, and evaluate contract specifications and documents.
• Research funding and expenses accrued for projects.
• May assist in preparing division/department budget.
• May work with the Office of General Counsel to issue letters of non-compliance.
• Drafts letters for proprietary award, legal, and engineering requests.
• Research, prepare and advise management on items presented to MBRC.
• May assign, schedule, monitor, and review the work of others.
• Establishes and maintains record keeping systems, including spreadsheets and other software applications to track and monitor projects and fiscal records.
• Investigates and resolves contract-related problems and issues.
• Operates standard office equipment such as a personal computer using word processing, spreadsheet, database, and other related software applications.
• Operates a motor vehicle.
• Prepares, maintains, and reviews correspondence, reports, and forms.
• Demonstrates proficiency in the City of Jacksonville competencies.
• Performs related work as required.

Qualifications

• Knowledge of methods, practices, and procedures of contract administration.
• Knowledge of services provided in contract, and contract specifications.
• Knowledge of purchasing and accounting policies and procedures.
• Skill in analyzing, reviewing, and, depending upon assignment, preparing cost estimates, bid specifications, contracts, work orders, purchase orders, change orders, and related documents.
• Skill in coordinating and monitoring contract administration activities.
• Ability to interpret contract specifications.
• Ability to train, assign, schedule, monitor, and review the work of others.
• Ability to perform mathematical calculations.
• Ability to maintain effective communication and coordination with all levels of leadership and the workforce.
• Ability to operate standard office equipment such as a personal computer using word processing, spreadsheet, database, and other related software applications.
• Ability to prepare and maintain correspondence, records, and reports.
• Ability to operate a motor vehicle.

Additional Information

• Five (5) years combination of education and/or experience in professional contract administration which, depending upon assignment, includes;
  • Two (2) years in preparation and analysis of contract specifications.

OTHER REQUIREMENTS:

• The probationary period for this class is six (6) months.

LICENSING/CERTIFICATION/REGISTRATION:

• Must possess and maintain a valid driver’s license during employment.
• Must qualify for, obtain, and maintain a City of Jacksonville public driver certification for employment.

A FULLY COMPLETED ONLINE APPLICATION IS REQUIRED. Apply at www.jacksonville.gov. Work history is required for all employment/volunteer work in which qualifications are being based.

When meeting/basing qualifications on education, a copy of your college transcript, with your social blackout, is required with your application. U.S.

transcripts do not need to be official, but must state your name, the school’s name, classes taken, grades received, type of degree, and date degree was conferred. Transcripts outside the U.S.

must be converted to U.S. standards.

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please refer to the Frequently Asked Questions on the website.

Certain servicemembers and veterans, and the spouses and the family members of such service members and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for post-secondary educational requirements, in employment and are encouraged to apply for positions being filled.

If claiming veteran's preference, you must attach a DD-214 (Member Form-4 copy) or military discharge papers, or equivalent certification from the Department of Veterans Affairs listing military status, dates of service and character of discharge.

You must also attach the Veterans Preference Certification Form and if applicable, the additional forms as noted here: http://www.coj.net/departments/employee-services/veterans-preference.

If a candidate believes he or she was not afforded the veteran’s preference, he or she may file a written complaint, within sixty (60) calendar days upon receipt of notification of the hiring decision, requesting an investigation to:

Florida Department of Veterans Affairs

Attention: Veterans’ Preference Coordinator

11351 Ulmerton Road, Suite 311-K

Largo, FL 33778-1630

Email: VeteransPreference@fdva.state.fl.us