TITLE Contract Compliance Manager
CLASSIFICATION NUMBER 1375
IMMEDIATE SUPERVISOR Superintendent of Design & Construction
MAJOR ADMINISTRATOR Director, Facilities Management
The Design & Construction Contract Compliance Manager works with the University Architect, Design & Construction project managers, consultants, and contractors to prepare and issue contracts for architectural, engineering, surveying, and construction services to renovate existing facilities and build new facilities. The Contract Compliance Manager uses an understanding of local, state, and federal laws, bidding procedures, and University policies to help ensure that contract language is in compliance with all applicable requirements. The Contract Compliance Manager ensures that contracts for work are properly executed and the necessary documents such as insurance, bonds, prevailing wage documentation, etc. are on file with the University as required. The Contract Compliance Manager works closely with the University project managers and Financial Services personnel to process approved pay applications in accordance with University procedures and to monitor construction budgets through standard accounting and/or bookkeeping procedures. The Contract Compliance Manager serves as the Disadvantaged Business Enterprise (DBE) Liaison Officer for the University and establishes and maintains such records and files as are necessary to maintain the DBE program for the University.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor's degree is required, preferably in Business or a construction related field such as Construction Management.
Experience: At least three years of responsible experience in the construction industry is required and must include experience in the preparation, administration, and management of construction contracts, construction budgets, and accounting and/or bookkeeping. A working knowledge of local, state, and federal laws, rules, regulations, procedures, and guidelines for prevailing wage, DBE, and affirmative action is preferred.
Skills: Computer literacy and the ability to read and interpret contract documents (special conditions and/or general requirements) are required. Excellent communication and interpersonal skills are required. The ability to maintain good working relationships with other University representatives, contractors, private organizations, and the general public is required. The position requires accuracy and close attention to details. The ability to effectively use the Microsoft Office suite of programs, in particular Word, Excel, PowerPoint, and Outlook is preferred. The ability to effectively work with Adobe Acrobat is preferred. Knowledge of web-based programs and the ability to produce active web pages is preferred. The ability to function with minimal supervision is preferred.
Effort: The position is primarily sedentary; however, walking and/or standing for extended periods of time may be required. May require the ability to lift and transport materials and equipment weighing up to 25 pounds, to reach heights up to 8 feet by climbing ladders or step stools, and to bend or crouch to reach materials or equipment stored on lower shelves or in lower cabinets or desk drawers.
Other: The scope of the job occasionally requires working in the evenings and on weekends.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Works with the University Architect to develop consultant contracts and with Design & Construction to develop contracts for University construction and researches contract language, which often involves communicating with other public entities and institutions of higher education.
2. Coordinates all aspects of contract issuance by processing project requests and assigning them to the proper department for action, issuing both the notice to proceed and the contract upon notification by management, verifying that notices to proceed agree with bid documents, advising the contractor regarding compliance with University, local, state, and/or federal requirements, and assisting in meeting compliance requirements by verifying that proper bonding, insurance, and minority records are in order.
3. Serves as the compliance manager by reading and analyzing moderately complex contracts, researching and preparing draft contract specifications, policies, and procedures, interpreting contract requirements to contractors, and recommending contract changes based on observable needs.
4. Coordinates bidding procedures and documentation for construction projects by completing the required legal advertising in accordance with state law, attending bid openings to record bids, monitoring and distributing proper wage determinations, requiring necessary affidavits and payroll documentation from contractors, and reviewing bids and bonds for compliance with University regulations.
5. Encumbers state or local funds designated for construction projects by submitting proper documentation to the State Division of Purchasing and State Office of Administration or forwarding proper documentation to Financial Services and ensuring that funding is applied to appropriate state account or is from appropriate local account.
6. Administers departmental accounting of project costs by performing budget analysis on capital accounts, construction management projects, and operating budgets, preparing detailed reports of financial activity, completing monthly reconciliations of multiple construction budget accounts, ensuring financial accuracy, and acting as a liaison between the University Architect, Design & Construction, and Financial Services to foster the budgeting process.
7. Assists senior administration in decision making regarding the commitment of funds and the management of accounts by maintaining databases with information on budgets and costs, construction projects, and capital budgets and advising senior administration regarding planning, design, and construction activity and the on-going status of budgets.
8. Assures effective management of contracts by participating as a team member in reviewing and revising bid documents, processing change orders expeditiously, coordinating the resulting change of contract amount with Financial Services, working closely with the Project Managers to ensure that University requirements are met, and handling all invoices to ensure that they relate back to the proper contract.
9. Ensures and maintains compliance with federal, state, and local laws and fair employment practices by monitoring contracts, reviewing payroll records, and conducting on-site interviews and follow-up investigations.
10. Processes requests for payment by verifying that payment requests are accurate and in accordance with contracts, verifying that required affidavits, releases, and affirmative action documentation have been received from contractors and are complete, and obtaining a release from the Project Manager that work was completed to specifications prior to approving final payment.
11. Ensures the ability of the University to provide documentation when requested by state, local, and internal auditors by maintaining records of construction projects for review by federal, state, local and internal auditors.
12. Provides various special reports as requested by the University Architect and the Superintendent of Design & Construction by maintaining an in-depth understanding of all aspects of the construction process and compiling appropriate and necessary information required in preparing monthly project reports.
13. Serves as Disadvantaged Business Enterprise (DBE) Liaison Officer for the University by developing, implementing, and monitoring the DBE program in coordination with other University officials, gathering and reporting statistical data and other information required by the Department of Transportation, working with all appropriate departments and outside organizations to formulate overall annual DBE goals, analyzing the University’s progress towards goal attainment and identifying ways to improve progress, if necessary, developing and maintaining the University’s directory on certified DBE’s, maintaining direct and independent access to the University President concerning DBE matters and achievement, and participating with the Determination and Reconsideration Officials to determine contractor compliance with good faith efforts.
14. Acts as the Liaison Officer for the Federal Transit Administration.
15. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Superintendent of Design & Construction.
16. Contributes to the overall success of the Design & Construction office by performing all other duties and responsibilities as assigned.
The Design & Construction Contract Compliance Manager is supervised by the Superintendent of Design & Construction, indirectly supervised by the University Architect primarily regarding budgeting, consultant contract preparation and review, and the processing of payments to consultants, and may supervise student employees and clerical staff.
OFFICE OF HUMAN RESOURCES
REVISED DECEMBER 2008
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.
Factor 2: Supervisory Responsibility
Level 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.
Factor 3: Interactions with Others
Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.
Factor 4: Job Controls and Guidelines
Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.
Factor 5: Managerial Responsibility
Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.