Contract Administrator

Description

The Contract Administrator manages the planning, coordination, scheduling, and processing of all bids and proposals. This position ensures compliance with posting and advertising requirements as well as oversees bid administration for all annual contracts by monitoring bid and contract requirements from preparation of specifications to end of contract term. This position also communicates with vendors in retrieving specifications and bid evaluations.

Examples of Duties

Coordinates preparations and review of specifications for bids/proposals; including creating electronic files and initiating the tracking process.
Manages the County intra-site's Annual Bid List to provide County Departments with current contract information.
Coordinates with other Government Entities to initiative and facilitate the execution of Cooperative Purchasing Agreements and manages the Cooperative Purchasing web site for such agencies.
Coordinates and manages the information on Bid Sync web site for e-procurement.
Prepares and disseminates information regarding contract status and compliance.
Recommends and assists with the implementation of contract process improvements by identifying contracting issues and practices requiring modifications and clarification of existing policies and procedures and provides recommendations to Administration and Buyers.
Ensures that all bid/proposals are published in the newspaper in compliance of State purchasing laws.
Notifies vendors of awards and non-awards electronically.
Develops and maintains terms and conditions for purchasing agreements and contracts; maintain electronic library of contract templates and alternate clauses.
Provides guidance and ensures effective tracking for contract administration, compliance and database function by organizing, maintaining and electronically tracking all contracts and related documents while ensuring that the data base system functions properly.
Uses excellent customer service skills to establish and maintain effective working relationships with other County employees, officials and vendors.
Coordinates formal bid openings for competitive solicitations; performs detailed analysis of bids to determine responsiveness to the solicitation; evaluates bidder responsibility based on previous contract performance; creates spreadsheets to detail evaluations for purchasing analysis.
Conducts periodic audits of contracts to ensure compliance with contract requirements, terms and conditions, and billing; prepares Audit reports documenting any contract deficiencies; submits written notification of deficiencies to vendor and administration; and resolves any discrepancies between contracted parties.
Reviews insurance and bond documentation for compliance with contractual terms and State law.
Participates in special projects as required and supports Director in procurement research.
Regular and punctual attendance is required.
Performs other related duties as required.

Minimum Qualifications

Bachelors Degree in related field and a minimum four years of experience in a related field; or an equivalent combination of education and related experience required.

Certified Professional Public Buyer preferred.

Supplemental Information

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Closing Date/Time: Continuous

401 W. Hickory, Denton, Texas 76201 United States View Map