Contracts Administrator

  • City of Buckeye, AZ
  • Buckeye, Arizona
  • Jul 01, 2020
Full Time Purchasing and Warehouse
  • Salary: $2,043.20 - $3,064.80 Biweekly USD

Job Description

This position is responsible for management of the entire procurement process in the area of assigned commodities/services of a highly complex and technical nature. Working under limited supervision, develops, negotiates, and enters into complex or high-risk contracts, and agreements. Evaluates the risks associated with the contract, writes specialized requirements, negotiates contract language, and performs cost of price analysis to approve or reject requests. This position may work in cooperation with or on behalf of local and federal governmental agencies; may develop statutorily defined contracts and/or City of Buckeye wide value in Procurement contracts.

Primary Duties and Responsibilities:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
  • Prepares Requests for Qualifications, Requests for Proposals, Invitations for Bid and administer the selection process for solicitations.
  • Prepare and administer Consultant Contracts with various professionals including Architects, Engineers, and other professional consultants.
  • Conduct pre-bid walk and cooperate with City Clerk in bid opening.
  • Prepares amendments, Change Orders and resolve unforeseen site conditions, unplanned interferences, contract discrepancies, and other construction conflict problems and disputes between contractor, site staff, inspector, project manager, and professional consultants.
  • Reports on contract progress and costs; take corrective action to ensure contract compliance for schedule and budget.
  • Provide continuous coordination between all stakeholders.
  • Administer the change order process; review requests for schedule or cost adjustment and negotiate changes to the contract; prepare change order documents for approval.
  • Evaluate, approve, and process request for payment.
  • Maintain contract documentation files.
  • Respond to questions and concerns arising from any solicitation are handled promptly and properly.
  • Manage the project close out phase of each contract assigned.
  • Use word processing, spreadsheet, database, and scheduling software applications to prepare correspondence, reports, schedule, and other documents related to contract format, administration and close out.
  • Provide continuous effort to improve operations, decrease turnaround times, streamline processes, and work cooperatively and jointly to provide quality, seamless customer service.
  • Performs other duties as assigned or required.

Minimum Qualifications & Position Requirements:

Education and Experience:

Bachelor's degree in Materials Management, Purchasing, Public or Business Administration, or a related field and five (5) years progressive experience involving professional procurement and contract administration for a governmental agency OR equivalent combination of education and experience.

Knowledge of:
  • Arizona Procurement Code, Commodity Codes, Federal Antitrust Laws and Federal Acquisition Regulations.
  • City of Buckeye State procurement process.
  • Procurement and accounting software.

Skill in:
  • Project management, negotiation, research and analysis.
  • Communications and time management.
  • Interpretation of laws, rules, and regulations pertaining to the lawful procurement of goods/services and construction.
  • Excellent public contract/customer service.
  • Verbal and written communication.
  • Negotiation and arbitration.
  • Computer software programs including MS Word, Excel, Access, Advantage, ProcureAZ.

Ability to:
  • Interpret and apply laws, rules and regulations governing the procurement process.
  • Plan, organize, coordinate and prioritize activities to best meet department needs.
  • Negotiate and problem solve.
  • Maintain confidentiality of purchasing and procurement details.

Additional Information:

Procurement certification, i.e. Certification in Arizona State Public Procurement Program; Certified Professional Public Buyer; Certificate Public Purchasing Officer; or other public procurement certification, desired.

Work Schedule:
Monday - Thursday, 7:00 am - 6:00 pm

Closing Date/Time: Continuous

Job Address

Buckeye, Arizona United States View Map