CONTRACTS ADMINISTRATOR

Number of positions: 1 (additional vacancies possible pending budget approval). Starting salary: $125,316.00.

About the role

Under general supervision, performs contract administration functions in an operating department. Works with departmental managers to execute appropriate procurement and contracting methods for purchasing goods and services, including commodities, work services, professional services, and delegate agency contracts. Liaises with the Department of Procurement Services (DPS) or Comptroller’s Office to ensure compliance with procurement and contract processes, and with DFSS IT on updating and managing a contract management system.

Responsibilities

• Provide advice and technical guidance on the City's procurement processes; coordinate preparation, review, and processing of contract documents to ensure contracts are awarded and in place.
• Perform procurement contract maintenance and support functions, including contract monitoring, preparation, and processing of contract modifications, extensions, limit increases, and price adjustments.
• Implement procurement and delegate agency contracting policies and procedures.
• Assign and review the work of staff to ensure compliance with standards and procedures established by the Department of Procurement Services (DPS).
• Direct the development of new RFPs, including conducting research and development of end-user requirements and specifications for Requests for Proposals (RFPs) and bids.
• Direct staff in working with department managers to draft contract specifications, compile contract documents, and negotiate terms and conditions with vendors.
• Negotiate or draft contracts for professional services evaluation committees.
• Draft evaluation criteria for RFP evaluation committees; serve as a voting member of evaluation committees for department-specific and citywide RFPs.
• Oversee the negotiation and monitoring of disadvantaged, minority, and women-owned business enterprise (DBE/MBE/WBE) programs.
• Supervise staff responsible for the preparation, processing, and compiling of delegate agency contracts.
• Maintain a contract database to manage expiration and renewal of contracts to avoid service interruption.
• Review completed contract packages for appropriateness, completeness, and conformance to established policies and standards; forward to oversight departments for approval.
• Direct the review of bids submitted by vendors and the selection of the lowest responsible bidder.
• Confer with staff on the effectiveness of contract terms and conditions; renegotiate requested changes with vendors and prepare contract amendments.
• Represent the department on contracts; provide justification for non-competitive bid requests and attend Non-Competitive Review Board (NCRB) meetings.
• Review, negotiate, and monitor contractual agreements to ensure efficient acquisition of equipment, materials, products, and services (e.g., non-construction, sewers, capital projects).
• Monitor vendor performance to ensure compliance with contract terms and conditions; resolve vendor compliance issues and escalate when necessary.
• Analyze and evaluate bid specifications, tests, reports, and other relevant data.
• Monitor the contract award process.
• Conduct research and benchmarking to identify contracting opportunities that improve department operating efficiencies.
• Act as a liaison to DPS, vendors, and departments involved in the contract process to expedite or resolve problems.
• Confer with the Law Department, Risk Management, and DTI to ensure specifications and contracts comply with City and State statutes, ordinances, and policies.
• Oversee the maintenance of contract records and files.
• Report on the status of contracts and budgetary reports relative to contract spending.
• Prepare financial status reports for capital improvement projects.
• Prepare letters, memoranda, and other correspondence; edit staff correspondence for submission to department executive staff.
• Develop, coordinate, and finalize complex contractual funding and financing arrangements.
• Verify the delivery and receipt of contracted products and services.
• Monitor staff productivity levels to ensure continuity of services and commodities for department operations.
• Attend and conduct pre-bid conferences, bid openings, delegate agency roundtables, and potential vendor site visits as needed.
• Lead the development of new functionality in contract databases.
• Review and verify contract data in the contract database is accurate and regularly maintained.
• Collaborate on the implementation of new data analytics platforms related to contract data.
• Develop and lead training for internal staff and external stakeholders.

Qualifications

One of the following combinations of education and experience is required:

• Nine (9) years of work experience in the development and administration of vendor procurement/grant contracts, lifecycle contract management databases, and data visualizations of contract data.
• Graduation from an accredited college with an Associate’s degree, plus seven (7) years of work experience in the development and administration of vendor procurement/grant contracts, lifecycle contract management databases, and data visualizations of contract data.
• Graduation from an accredited college or university with a Bachelor's degree, plus five (5) years of work experience in the development and administration of vendor procurement/grant contracts, lifecycle contract management databases, and data visualizations of contract data.
• Graduation from an accredited college or university with a Master’s degree or higher, plus four (4) years of work experience in the development and administration of vendor procurement/grant contracts, lifecycle contract management databases, and data visualizations of contract data.

Schedule

Monday - Friday, 9:00 am – 5:00 pm.

This position is exempt from the Career Service.

Location

1615 West Chicago Avenue, Chicago.