Responsible for managing contracts, supplier negotiation, negotiating contract terms and conditions, supplier management and collaboration with internal City departments.
FULL PURPOSE OF CLASSIFICATION
The Contract Manager Position is responsible for managing contracts, supplier negotiation, negotiating contract terms and conditions, supplier management and collaboration with internal City departments. This position is responsible for managing the contract database and all associated files. Duties include assisting with contract development, administration, tracking, and analysis, as well as communication of supplier performance and contract compliance. This position is responsible for contracts for tangible goods, technical and professional services and construction projects. Incumbent must be proficient in contract development, contract standards and language. Review modifications, extensions and contract closeout documents. Monitor vendor performance and make recommendations for improvement when appropriate. Prepare and distribute reports and statistical data to facilitate planning and maintenance of accurate contract records and files. Coordinate with all levels of management to gather, analyze, summarize, and prepare recommendations on sourcing strategies, practices and procedures. Administer large, long term contracts including, but not limited to cell phone, pager, copier, communication and technology contracts. Participate in and provide support for initiatives such as supplier enablement, contract management, project management, problem resolution, and customer support. As directed, provide assistance in procurement for high-value and/or high-risk projects and other areas as directed.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Work under the direction of the Director of Finance.
This position will have responsibility for the Purchasing Division.
Advanced knowledge of contract law and its application in the purchasing process is required.
Provide leadership for the contracts administration, compliance and database function. Organize, maintain and electronically track all contracts, surplus and related documents. Ensure that database system functions properly; to serve the Purchasing Division and its customers. Manage the City’s portfolio of contracts. Lead contract close-out efforts.
Must possess strong leadership and interpersonal skills, be very detail oriented, have strong organizational and time management skills.
Maintain comprehensive knowledge of personal computer applications and software packages. Proficiency in Municipal ERP systems, MS Excel, MS Word, MS PowerPoint, MS Access, Adobe Acrobat Professional, and other electronic document management systems is required.
Leverage technology solutions to maximize effectiveness and efficiency of the strategic procurement and surplus process. Investigate new opportunities for utilization of E-procurement and Ecommerce throughout the City in order to improve the efficiency and/or effectiveness of various City processes; including new systems, process changes, and process development.
Assess, track and identify key City needs for long term contracts including specification, acquisition, maintenance, and support requirements. Work with suppliers and internal service providers to maintain a professional relationship. Serve as the authorized point of contact and subject matter expert for all contractual matters.
Responsible for the successful strategy, development and execution of assigned procurement programs to maximize efficiency, cost savings and reduce liability exposure. Identify and investigate all cost of ownership opportunities including non-purchase price driven opportunities. Understand and standardize City commodity needs.
Ensure suppliers meet defined requirements, goals and targets. Establish supplier improvement targets in cost, quality, delivery and inventory reduction. Lead all aspects of supplier negotiations, including contract terms, pricing, price re-determinations, and performance management. Provide leadership in developing key long term supply contracts to achieve continuous improvement. Manage contracts to ensure cost, service and quality requirements are met.
Keep abreast of market trends, changes in business practices and new or altered types of materials and services entering the market.
Develop and maintain terms and conditions for purchasing agreements and contracts. Recommend modifications to accommodate regulatory, legislative, industry or City changes.
Seek advice from legal when appropriate. Provide documentation and interpretation of contractual rights and obligations internally and externally, ensure that due diligence is practiced in complying with the stated terms and conditions.
Develop and conduct training on contract and financial administration of long term contracts.
Attend audit meetings related to the procurement process on federal or state grant agreements. Update and maintain documentation on compliance with federal or state grant agreements. Work with audit personnel to review documentation for accuracy.
Possess the ability to work with financial systems and calculate figures and amounts such as discounts, interest, commissions, proportions, percentages area, circumference, and volume.
Possess the ability to apply concepts of basic algebra and geometry.
Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public.
Operates a motor vehicle to assist in carrying out the business of the department and the City.
Attendance at work is an essential function of this position.
ADDITIONAL FUNCTIONS
Performs general clerical work in support of assigned duties, to include answering telephones, entering data, assisting customers, copying and mailing materials, etc.
Performs other related duties as required.
MINIMUM QUALIFICATIONS
Bachelor’s degree in finance, accounting, business administration, or a related field; supplemented by three years of progressively responsible experience as purchasing / contract field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Comprehensive knowledge of the State of Georgia Procurement and Disposal Codes, the Uniform Commercial Code, and other applicable government regulations.
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to coordinate, manage, and/or correlate data. Includes exercising judgment in determining time, place and/or sequence of operations, referencing data analyses to determine necessity for revision of organizational components, and in the formulation of operational strategy.
Human Interaction: Requires the ability to function in a managerial capacity for a division or organizational unit. Includes the ability to make decisions on procedural and technical levels.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize consulting and advisory data and information, as well as reference, descriptive and/or design data and information as applicable.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations involving basic algebraic principles and formulas, and basic geometric principles and calculations.
Functional Reasoning: Requires the ability to apply principles of logical or scientific thinking to implement both intellectual and practical relationships. Involves responsibility for consideration and analysis of complex organizational problems of major functions.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving broader aspects of organizational programs and operations, moderately unstable situations, or the direction, control and planning of an entire program or set of programs.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
FULL PURPOSE OF CLASSIFICATION
The Contract Manager Position is responsible for managing contracts, supplier negotiation, negotiating contract terms and conditions, supplier management and collaboration with internal City departments. This position is responsible for managing the contract database and all associated files. Duties include assisting with contract development, administration, tracking, and analysis, as well as communication of supplier performance and contract compliance. This position is responsible for contracts for tangible goods, technical and professional services and construction projects. Incumbent must be proficient in contract development, contract standards and language. Review modifications, extensions and contract closeout documents. Monitor vendor performance and make recommendations for improvement when appropriate. Prepare and distribute reports and statistical data to facilitate planning and maintenance of accurate contract records and files. Coordinate with all levels of management to gather, analyze, summarize, and prepare recommendations on sourcing strategies, practices and procedures. Administer large, long term contracts including, but not limited to cell phone, pager, copier, communication and technology contracts. Participate in and provide support for initiatives such as supplier enablement, contract management, project management, problem resolution, and customer support. As directed, provide assistance in procurement for high-value and/or high-risk projects and other areas as directed.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Work under the direction of the Director of Finance.
This position will have responsibility for the Purchasing Division.
Advanced knowledge of contract law and its application in the purchasing process is required.
Provide leadership for the contracts administration, compliance and database function. Organize, maintain and electronically track all contracts, surplus and related documents. Ensure that database system functions properly; to serve the Purchasing Division and its customers. Manage the City’s portfolio of contracts. Lead contract close-out efforts.
Must possess strong leadership and interpersonal skills, be very detail oriented, have strong organizational and time management skills.
Maintain comprehensive knowledge of personal computer applications and software packages. Proficiency in Municipal ERP systems, MS Excel, MS Word, MS PowerPoint, MS Access, Adobe Acrobat Professional, and other electronic document management systems is required.
Leverage technology solutions to maximize effectiveness and efficiency of the strategic procurement and surplus process. Investigate new opportunities for utilization of E-procurement and Ecommerce throughout the City in order to improve the efficiency and/or effectiveness of various City processes; including new systems, process changes, and process development.
Assess, track and identify key City needs for long term contracts including specification, acquisition, maintenance, and support requirements. Work with suppliers and internal service providers to maintain a professional relationship. Serve as the authorized point of contact and subject matter expert for all contractual matters.
Responsible for the successful strategy, development and execution of assigned procurement programs to maximize efficiency, cost savings and reduce liability exposure. Identify and investigate all cost of ownership opportunities including non-purchase price driven opportunities. Understand and standardize City commodity needs.
Ensure suppliers meet defined requirements, goals and targets. Establish supplier improvement targets in cost, quality, delivery and inventory reduction. Lead all aspects of supplier negotiations, including contract terms, pricing, price re-determinations, and performance management. Provide leadership in developing key long term supply contracts to achieve continuous improvement. Manage contracts to ensure cost, service and quality requirements are met.
Keep abreast of market trends, changes in business practices and new or altered types of materials and services entering the market.
Develop and maintain terms and conditions for purchasing agreements and contracts. Recommend modifications to accommodate regulatory, legislative, industry or City changes.
Seek advice from legal when appropriate. Provide documentation and interpretation of contractual rights and obligations internally and externally, ensure that due diligence is practiced in complying with the stated terms and conditions.
Develop and conduct training on contract and financial administration of long term contracts.
Attend audit meetings related to the procurement process on federal or state grant agreements. Update and maintain documentation on compliance with federal or state grant agreements. Work with audit personnel to review documentation for accuracy.
Possess the ability to work with financial systems and calculate figures and amounts such as discounts, interest, commissions, proportions, percentages area, circumference, and volume.
Possess the ability to apply concepts of basic algebra and geometry.
Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public.
Operates a motor vehicle to assist in carrying out the business of the department and the City.
Attendance at work is an essential function of this position.
ADDITIONAL FUNCTIONS
Performs general clerical work in support of assigned duties, to include answering telephones, entering data, assisting customers, copying and mailing materials, etc.
Performs other related duties as required.
MINIMUM QUALIFICATIONS
Bachelor’s degree in finance, accounting, business administration, or a related field; supplemented by three years of progressively responsible experience as purchasing / contract field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Comprehensive knowledge of the State of Georgia Procurement and Disposal Codes, the Uniform Commercial Code, and other applicable government regulations.
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to coordinate, manage, and/or correlate data. Includes exercising judgment in determining time, place and/or sequence of operations, referencing data analyses to determine necessity for revision of organizational components, and in the formulation of operational strategy.
Human Interaction: Requires the ability to function in a managerial capacity for a division or organizational unit. Includes the ability to make decisions on procedural and technical levels.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize consulting and advisory data and information, as well as reference, descriptive and/or design data and information as applicable.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations involving basic algebraic principles and formulas, and basic geometric principles and calculations.
Functional Reasoning: Requires the ability to apply principles of logical or scientific thinking to implement both intellectual and practical relationships. Involves responsibility for consideration and analysis of complex organizational problems of major functions.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving broader aspects of organizational programs and operations, moderately unstable situations, or the direction, control and planning of an entire program or set of programs.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.