Contracts Administrator

  • City of Buckeye, AZ
  • Buckeye, Arizona
  • Nov 29, 2022
Full Time Administration and Management Purchasing and Warehouse
  • Salary: $61,859.20 - $92,830.40 Annually USD

Job Description

Position Scope



This position is responsible for management of the entire advertisement/contracting process in the area of assigned CIP Projects of a highly complex and technical nature. Working under limited supervision, advertises, 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.
  • Prepares construction contracts and CMAR contracts, working closely with contractors to obtain required deliverables.
  • Prepare and administer Consultant Design and Engineering Contracts with various professionals including Architects, Engineers, and other professional consultants.
  • Schedules pre-bid walks and provides - City Clerk - bid opening documents for public notice.
  • 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.

Necessary Knowledge, Skills and Abilities:
Knowledge of:
  • Comprehensive knowledge of the Arizona Procurement Code, Commodity Codes, Federal Antitrust Laws and Federal Acquisition Regulations
  • City of Buckeye State procurement process
  • Bid preparation, solicitation, evaluation and award methods
  • Procurement and accounting software
  • Supply sources
  • Negotiating techniques
  • Mathematical principles

Skill in:
  • Computer software programs including MS Word, Excel, Access, Advantage, ProcureAZ

Ability to:
  • Write bid specifications, requests for proposals, and purchase orders
  • Solicit, evaluate and award bids
  • Project management, negotiation, research and analysis
  • Interpret laws, rules, and regulations pertaining to the lawful procurement of goods/services and construction.
  • Plan, organize, coordinate and prioritize activities to best meet department needs.
  • Negotiate and solve complex problems
  • Prepare reports
  • Maintain confidentiality of purchasing and procurement details
  • Speak in public
  • Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or coney information and to receive work direction
  • Establish and maintain positive, effective working relationships with those contacted in the performance of work

Additional Information
Special Requirements: 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.
Physical Demands / Work Environment: Work is typically performed in an office sitting
Reports To: Chief Financial Officer or designee
Supervision Exercised: May provide direction to administrative staff
FLSA Status: Exempt

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.
Closing Date/Time: Continuous

Job Address

Buckeye, Arizona United States View Map