1375 Contract Compliance Manager

POSITION IDENTIFICATION

TITLE Contract Compliance Manager

CLASSIFICATION NUMBER 1375

GRADE 44

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR University Architect and Director, Planning, Design & Construction

MAJOR ADMINISTRATOR Associate Vice President for Administrative and Information Services

GENERAL FUNCTION

The Contract Compliance Manager works with the University Architect and Director, Planning, Design & Construction, the University Engineer and Associate Director, Planning, Design & Construction, the Contracts Administrator, project managers, consultants, and contractors to prepare and oversee the issuance of contracts for architectural, engineering, surveying, and construction services to renovate existing facilities and build new facilities.  The Contract Compliance Manager uses an in-depth understanding of local, state, and federal laws, bidding procedures, and University policies and processes to help ensure that contract language is in compliance with all applicable requirements.  The Contract Compliance Manager works closely with the University project managers and Financial Services personnel to monitor capital construction project 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. The Contract Compliance Manager exercises initiative and independent judgment in managing daily office and departmental activities, projects, and exercises discretion in the dissemination of information to staff, senior administrators, and various public entities.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree is required, preferably in Business, Accounting, 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, accounting and/or bookkeeping. Experience in interpreting, applying, and incorporating local, state, and federal laws, rules, regulations, procedures, and guidelines for prevailing wage, MBE, WBE, DBE, and affirmative action into contracts is preferred.

Skills:  Computer literacy and the ability to read and interpret contract documents of all types are required, particularly contract documents pertaining to the design and construction industry.  Highly effective verbal and written 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 develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. 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.  A working 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 scope of the position requires the ability to move throughout campus, including using ladders or stairs on construction sites or in University facilities.  May require the ability to lift and transport materials and equipment weighing up to twenty-five pounds, to reach heights up to eight feet by climbing ladders or step stools, and 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 and Director, Planning, Design & Construction and the University Engineer and Associate Director, Planning, Design & Construction to develop consultant and construction contracts for University construction projects and researches contract language, communicating with University legal counsel, other public entities, local, state, and/or federal organizations, and institutions of higher education.

2. 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.

3. Provides oversight for the coordination of all aspects of contract issuance by assisting in the review and assignment of project requests, overseeing the issuance of both the   notice to proceed and the contract upon notification by management, and advising the contractor regarding compliance with University, local, state, and/or federal requirements.

4. Coordinates bidding procedures and documentation for construction projects, attends  bid openings to record bids, monitors and distributes proper wage determinations, and reviews bids, bonds, affidavits, and other required documentation for compliance with University regulations.

5. Administers departmental accounting of project costs by performing budget analysis on capital project budgets, construction management projects, and operating budgets, preparing detailed reports of financial activity, completing monthly reconciliations of multiple capital construction project budgets, ensuring financial accuracy, and acting as a liaison between Planning, Design & Construction and Financial Services to facilitate all financial aspects of projects and office operations.

6. Advises senior administration regarding planning, design, and construction activity and the ongoing status of budgets and assists in decision-making regarding the commitment of funds and the management of accounts by maintaining databases with information on budgets and costs, including construction projects and capital project budgets.

7. Assures effective management of contracts by participating as a team leader in reviewing and revising bid documents, processing change orders expeditiously, coordinating the resulting change of contract amounts with Financial Services, and working closely with the Project Managers to ensure that University requirements are met.

8. Ensures the ability of the University to provide documentation when requested by federal, state, local, and internal auditors by maintaining records of construction projects for review.

9. Provides various special reports as requested by the University Architect and Director, Planning, Design & Construction and the University Engineer and Associate Director, Planning, 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.

10. Serves as Minority Business Enterprise (MBE)/Women’s Business Enterprise (WBE)/Disadvantaged Business Enterprise (DBE) advocate for the Office of Planning, Design & Construction by developing, implementing, and monitoring minority coordination with other University officials, gathering and reporting statistical data and other information required, and working with all appropriate departments and outside organizations to formulate overall minority participation goals, analyzing progress toward goal attainment, and identifying ways to improve progress.

11. Serves as business operations manager for Planning, Design & Construction.

12. Works with the University Architect and Director, Planning, Design & Construction to develop, implement, and provide guidance to the office staff regarding departmental and University policies and procedures.

13. Handles sensitive issues by listening and gathering information about concerns expressed by senior administrators, office personnel, consultants, contractors, federal, state, or local officials, gathers necessary information to determine possible solutions or refers the issue to the appropriate person, verifies that the issue has been addressed satisfactorily, and informs senior administrators when appropriate.

14. Exchanges information on behalf of the senior administration with peers, the project managers, and administrative support staff by relaying information accurately and assuring information is communicated in a timely manner.

15. Assures confidentiality of office administration by exercising discretion in communicating information to senior administrators, staff, and various other individuals and public groups served by the University and handles administrative records and files, personnel actions, performance evaluations, promotions, and similar confidential items appropriately.

16. Provides required or requested information and/or data for internal or external reports and records by researching departmental files and records, retrieving electronic data from files and databases, researching online sources, compiling information and/or tabulating statistics, and organizing and presenting the information in a useable and understandable format.

17. Develops a competent and effective office staff by interviewing and recommending qualified applicants (including student workers) for hire, providing in-house training for office personnel on departmental procedures and policies, making appropriate work assignments and supervising work activities of administrative staff, and evaluating work performance.

18. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

19. 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 University Architect and Director, Planning, Design & Construction.

20. Contributes to the overall success of the Planning, Design & Construction office by performing all other duties and responsibilities as assigned.

SUPERVISION

The Planning, Design & Construction Contract Compliance Manager is supervised by the University Architect and Director, Planning, Design & Construction and supervises paraprofessional, administrative, and student employees and indirectly supervises office personnel with regard to University and departmental policies and procedures and various contractual requirements.

OFFICE OF HUMAN RESOURCES

REVISED FEBRUARY 2014

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.