TITLE Contracts Administrator
CLASSIFICATION NUMBER 1374
IMMEDIATE SUPERVISOR Contract Compliance Manager
MAJOR ADMINISTRATOR Director of Planning, Design and Construction and University Architect
The Contracts Administrator works with the Contract Compliance Manager to prepare and issue contracts for architectural, engineering, surveying, and construction services to renovate existing facilities and build new facilities. The Contracts Administrator 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 Contracts Administrator works closely with the Contract Compliance Manager, 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 Contracts Administrator compiles and submits regular reports to the Board of Governors with regard to all consultant and construction contracts activity and may assist in the timely processing of payment and legal documents with regard to contracts.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor's degree is required.
Experience: With a Bachelor’s degree in Construction Management, Accounting, Finance, Management or a related field, no experience is required. With a Bachelor’s degree in fields other than those described above, two years of experience in an accounting, budgetary, purchasing, contract administrator, or management position is required. Experience in the preparation, administration, and management of construction contracts, construction budgets, and accounting and/or bookkeeping is preferred. A working knowledge of local, state, and federal laws, rules, regulations, procedures, and guidelines for prevailing wage, Disadvantaged Business Enterprises (DBE), and affirmative action is preferred.
Skills: Strong computer skills, including the development of spreadsheets and reports are required. The ability to read and interpret contract documents (special conditions and/or general requirements) is required. Good interpersonal communication, organizational, and administrative skills required. The ability to maintain good working relationships with other University representatives, contractors, private organizations, and the general public is required. The ability to initiate and follow through with work responsibilities and to meet deadlines with a minimum of supervision is required. The position requires accuracy and close attention to details. The ability to effectively work with Adobe Acrobat is preferred. Knowledge of web design and related programs and the ability to produce active web pages 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 using 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. Assists the Contract Compliance Manager in working with Planning, Design and Construction staff to develop consultant agreements and contracts for University construction.
2. Researches contract language by communicating with other public entities and institutions of higher education.
3. Works with the Contract Compliance Manager on 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.
4. Assists the Contract Compliance Manager as assigned in reading and analyzing contracts, researching and preparing draft contract specifications, policies, and procedures, interpreting contract requirements to contractors, and recommending contract changes based on observable needs.
5. Assists the Contract Compliance Manager in the coordination of bidding procedures and creation and maintenance of 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.
6. 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.
7. Assists with departmental accounting of project costs by posting expenses on capital accounts, construction projects, and operating budgets and communicates with Planning, Design and Construction staff and Financial Services to help to ensure accuracy in financial processes.
8. Maintains databases with information on budgets and costs, construction projects, and capital budgets used by senior administration for the management of accounts and the monitoring the status of budgets.
9. Assists the Contract Compliance Manager 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.
10. Assists the Contract Compliance Manager as directed in maintaining compliance with federal, state, and local laws and fair employment practices by monitoring contracts and reviewing payroll records.
11. 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.
12. Helps to ensure the ability of the University to provide documentation when requested by state, local, and internal auditors by assisting in the maintenance of records of construction projects for review by federal, state, local and internal auditors.
13. Prepares monthly project reports as directed by the Contract Compliance Manager.
14. Using information provided by project managers and following University policy, prepares the regular reports to the Board of Governors that document all activities managed by Planning, Design and Construction including project bids, notices to proceed, project budgets, approved change orders, and activity on consultant contracts, prepares resolutions for approval of consultant and construction contracts, and forwards to the appropriate personnel for review and posting to the Board of Governor’s agenda.
15. Maintains the departmental website using web design and related programs to created and update web pages as assigned.
16. 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 Contract Compliance Manager.
17. Contributes to the overall success of the office by performing all other duties and responsibilities as assigned.
The Contracts Administrator is supervised by the Contract Compliance Manager.
OFFICE OF HUMAN RESOURCES
REVISED AUGUST 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 1 - 50 Points: Typically, little, if any, supervision of others is required. The job may require irregular but occasional responsibility to direct the work of student workers and/or temporary or part-time workers. The nature of supervision is largely confined to assigning tasks to others and does not include a full range of supervisory responsibilities. The amount of time spent on directing the work of others is normally a small portion of total work time.
Factor 3: Interactions with Others
Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.
Factor 4: Job Controls and Guidelines
Level 2 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Managerial Responsibility
Level 2 - 400 Points: Work involves services including collecting, processing, and disseminating information and providing advice to others. Work activities may be complex and likely affect the accuracy, reliability, or acceptability of further processes or services to the extent that others rely on the advice given in order to make decisions. Work activities typically affect the efficiency of the department but have relatively minor effects on operations within the cost center. Individuals in jobs at this level are often responsible for actively documenting, monitoring, and controlling expenditures. Incumbents may recommend minor expenditures, but have no substantive authority over budgets.