Contract Administrator

The Position:

Summary:

Job descriptions are intended to present a descriptive list of the range of duties performed by employees in this job. Specifications are NOT intended to reflect all duties performed with the job.

Under direction, performs a variety of contract administration duties in support of all District departments including reviewing and analyzing District contracts to ensure compliance with applicable requirements and laws; serves as the risk manager related to insurance requirements for procurements and related District needs; and performs related duties as assigned.

CLASS CHARACTERISTICS

This classification is responsible for independently performing contractual and analytical duties in support of all District departments. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Assignments are given with general guidelines and positions are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

Immediate Impact: The successful candidate will be given the following objectives upon hire:

• Within the first month, be familiar with District policies and procedures including the Admin Code,Department of Industrial Relations requirements, Insurance requirements, and be able to process standard contract agreements.
• Within the first 3 Months, be knowledgeable of the contract terms and conditions of standard contracts used. Able to conduct monthly department contract meetings to review active and upcoming contracts.
• Within the first 6 Months, have the ability to process contracts and amendments within 7-10 days of receipt.
• Within 6 months, have a working knowledge of the requisition and purchase order process.
• Within 6 months, be able to back up warehouse and buyer functions, as needed.
• Within 9 months, be familiar with the bid process and Planet Bids software.
• Within 12 months, the ability to successfully process contracts from bid to execution, including negotiations as needed.

The Ideal Candidate:

• Will be detail oriented with strong organizational skills and the ability to prioritize work load in fast paced environment in order to meet deadlines.
• Possess the ability to communicate with integrity in a professional manner and build solid interdepartmental relationships with staff at all levels of the organization as well as external customers.
• Hold the equivalent to a bachelor’s degree from an accredited college or university with major coursework in business administration, public administration, or a closely related field.
• Possess experience with contract law, insurance regulations, the bidding process, and grant requirements.
• Have three (3) years of increasingly responsible experience in contracts administration with a public utility.
• Possession of a valid California Class C driver’s license, to be maintained throughout employment.
• When assigned to inventory control, ability to obtain, and maintain, a valid Forklift Operator certificate within one (1) month of assignment.

Responsibilities:

The following duties are typical for this classification. Incumbents may not perform all duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Prepares contract documents, reviews documents, completes forms, and facilitates review and approval process; approves contracts by reviewing and verifying scope of work, contract terms and requirements, and required contractor/consultant documentation including insurance and Department of Industrial Relations registration.
• Works collaboratively with project teams and/or District staff to create bid documents such as request for proposal (RFP), invitation for bid (IFB), and request for qualification (RFQ) documents by gathering and reviewing information submitted, completing District templates, and processing review and approval of final documents.
• Posts bid documents in accordance with noticing requirements; facilitates bid process including coordinating pre-bid meetings and posting questions and answers documents and addendums; monitors bid expiration and closes bids.
• Reviews submissions to ensure qualifications are met and submissions meet requirements; facilitates bid evaluation process by scheduling evaluation team and reviewing evaluations; completes award notification; resolves bid and/or vendor disputes/protests consults with legal representatives as needed.
• Negotiates contract terms to include pricing for District agreements as needed; maintains negotiation procedures.
• Applies contractual standards and provides technical support for the consistent administration and management of consultant and/or inter-agency agreements.
• Analyzes contracts to ensure fund availability; meets with project managers and District staff to review contracts, project status, and fund balance; meets with accounting staff to resolve Contract Administrator invoice issues; attends pre-construction and pre-bid meetings as needed.
• Serves as risk manager for contract administration by performing risk assessments for recommended insurance requirements and reviewing and ensuring vendor, consultant, and contractor compliance with District policies and funding agency and regulatory requirements.
• Assists in the development of contractual standards and District-wide policies and procedures in accordance with District rules and regulation and all applicable laws; develops and maintains standard operating procedures for the section as needed.
• Prepares and processes a variety of contracts, staff reports, correspondence, forms, and other documents for review, approval, tracking, and/or recordation.
• Verifies and reviews contracts, documents, records, and reports for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of materials submitted.
• Maintains accurate and detailed databases, spreadsheets, contracts, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with District Records Policy and retention guidelines including archiving, scanning, and destructing files.
• Researches and compiles data from various sources and generates reports according to established procedures and practices.
• Develops and provides training to District staff on a variety of contract and purchasing programming activities, including contracts, insurance, scope development, P-Card, bid evaluation, and other related topics.
• Performs inventory control duties in a back-up capacity as assigned, including operating variety of warehouse equipment such as pallet jack forklift, overhead crane, and other material handling devices in a safe and effective manner.
• Reads, understands, and ensures compliance with the District’s Safety Manual; attends safety meetings as required; reports all accidents, violations, or infractions to supervisors.

Competencies and skills:
Nonessential:
* Enthusiasm - Possessing a strong drive and desire for learning, innovation, forward-thinking, and the overall desire to do your job well.
* Experience, 0-3 Essential Years of Experience
* Inclusiveness - Conducting yourself in a manner which promotes respect and teamwork; communication with and appreciation for all, understanding each person is unique; Striving to understand how to work with our differences, provide better service, work products, and enhance organizational culture.
* Integrity - Demonstrating sincerity and high moral standards in principles, intentions, and actions; having an honest and open approach to all conduct aspects that encourages loyalty, transparency, fairness, and trust.
* Professionalism - Demonstrating knowledge, effectiveness, and competency when interacting with coworkers and customers while maintaining a calm, professional outward demeanor, upholding a reputation for accuracy, dependability, expertise, efficiency, and high quality through delivery of information, services, and products.
* Stewardship - Taking responsibility and ownership for assigned responsibilities; considering the expectations of customers, both internal and external, while demonstrating a proactive, positive willingness to serve.

Credentials:

Nonessential:
* CA Class C Driver's License

Education:

Nonessential:
* Bachelors Degree

Compensation:

• Medical, dental, vision, accidental death and dismemberment insurance, a life insurance policy equal to two times the annual salary for the employee and a $1,000.00 policy for eligible dependents. Benefits become effective on the first of the month following a 30-day waiting period and the Authority contributes 90% of the cost of such insurance.
• CalPERS Retirement is provided using the 2.7 at age 55 formula for “Classic” Members. Retirement is provided using the 2% at age 62 formula for “New/PEPRA” Members.
• Three deferred compensation plans to which an employee may voluntarily contribute up to $23,000 per year. The Authority does not contribute to these plans.
• Twelve (12) paid holidays per year. Upon employment with WESA for one (1) year, employees also receive one (1) floating holiday annually.
• Employees accrue vacation at a rate of 3.08 hours per two-week pay period for the first 4 years of employment; 4.62 hours for years 5-9; 6.16 hours for years 10-14; 6.47 hours for years 15-19; and 6.78 for 20+ years of service.
• Sick leave is accrued at a rate of 3.70 hours per bi-weekly pay period for a total of 96.20 hours per year with unlimited accumulation.
• Additional benefits available include: 9/80 work schedule, Direct Deposit, Flexible Spending Accounts, Employee Assistance Program, Educational Assistance, Certification Reimbursement Program, Certification Bonus Program, Onsite Wellness Center, and two credit unions.

Our Mission: To manage our natural resources to provide reliable, cost efficient and high quality water and wastewater services for the communities we serve, while promoting conservation, environmental responsibility, educations, community interaction, ethical behavior and recognizing employees as highly valuable assets.

The Water Employee Services Authority: WESA was established as a joint powers authority between the Elsinore Valley Municipal Water District and Meeks & Daley Water Company. As a joint powers authority, WESA provides professional water and wastewater services to both agencies. WESA is committed to:

• Professionalism-Demonstrating competency while maintaining a professional demeanor and upholding a reputation for expertise, efficiency, and high quality through delivery of information, services, and products.
• Enthusiasm-Possessing a strong drive for learning, innovation, forward thinking, and the overall desire to do your job well.
• Transparency-Demonstrating high moral standards in principles, intentions and actions; conduct that encourages loyalty, integrity, and trust.
• Inclusiveness-Promoting respect and teamwork through communication and appreciation for all.
• Stewardship-Taking ownership and responsibility for assigned responsibilities, while demonstrating a proactive, positive willingness to serve.

The Application Process: If you are interested in this opportunity, submit a completed WESA employment application online at www.wesawater.com. Resumes and certifications may be included, but will not be accepted in lieu of a completed employment application. In order to be considered, applications must be received no later than 5:30pm, on Tuesday, November 5, 2024.

For questions and inquiries, please contact: Jenielle Ollerton: jollerton@evmwd.net or (951) 674-3146 ext. 8244.

Closing Date/Time: 2024-11-05

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• Water Employee Services Authority

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