Employee & Community Relations - Contract Specialist

City of Kennewick, WA - Kennewick, WA (30+ days ago)


CORE VALUE STATEMENT

The City of Kennewick will provide excellent public service and ensure the safety and wellbeing of our community and one another through the empowerment of each employee. We value integrity, inclusiveness, stewardship, and communication. We are accountable to our community for innovative and collaborative efforts that anticipate needs, leverage resources, and deliver solutions.

SAFETY STATEMENT

We expect our employees to ensure compliance with all applicable safety practices and policies, including those established by OSHA/DOSH regulations and by the City's Accident Prevention Plan. This includes but is not limited to actively identifying and correcting potential hazards that may affect employee and public safety, including those identified by co-workers. Leading by example to promote a positive culture of workplace safety through everyday action; emphasizing safe completion of work throughout all aspects of developing and carrying out work plans.

CLASSIFICATION SUMMARY

Under general supervision, functions as the Department's expert relating to a wide variety of contracts/agreements, and represents the City with contractors, consultants, service providers, insurance carriers, and financial institutions in order to initiate, monitor, and complete projects and service delivery in compliance with the terms of contracts/agreements. Supervises the activities of full-time and part-time administrative office support staff. This is a single level classification and is not part of a series.

Examples of Work Performed (Illustrative Only)
Works closely with Department staff and the City Attorney's Office to develop and implement a contract/agreement administrative process and to establish procedures for monitoring compliance. Implements and maintains an interdepartmental database and method to monitor compliance with general terms, milestones, deliverables, costs, change orders, etc.
Provides assistance to the Department in preparing requests for proposals for professional/technical services and contract/agreement documents, reviewing and evaluating responses for bids for conformity to document requirements, and recommending contract/consultant for selection.
Assists in reviewing contract/agreement provisions; researches, analyzes, and proposes potential changes, clarifications, and additions or deletions of terms, conditions, specifications, or other language.
As part of compliance monitoring, follows up on non-compliant situations; prepares status reports and records. Resolves issues or problems; negotiates solutions involving privacy, service delivery, or organizational change. Advises Department staff and the City Attorney's Office, as appropriate, of any unresolved issue or problem and recommends options in a timely manner.
Remains informed regarding proposed or new legislation or regulations, court decisions, industry trends or concerns, and innovations in the fields of public administration and contract management to effectively and efficiently administer the City's program.
Arranges for and participates in periodic training on contract/agreement administration and compliance for all levels of staffs and various types of contracts/agreements.
Provides clear, concise, and consistent information and acts the primary resource and City representative regarding administrative policies and procedures and compliance monitoring guidelines. Routinely interacts with outside state and federal agencies, including auditors.
Serves as the Department's representative to the records team; responds to complex, sensitive, and technical questions and requests for information.
Participates in the development of program goals and objectives, priorities, and budget estimates; develops strategies to achieve proposed goals and objectives, priorities, and budget. Prepares presentations for Department staff or City Council.
Serves as primary liaison with the Finance Department. Serves in a co-reporting capacity to finance with regards to budgets, grants, expenditures, revenues, payroll, etc. Assists in developing, monitoring, and reporting the financial status of Department operation and capital budgets; sets up and maintains Department project accounting files.
Review and ensure prompt payment of approved invoices; reconciles contractor and consultant budgets. Compiles monthly and annual reports.
Supervises the activities of full-time and part-time administrative office support staff. This includes providing training, assigning and reviewing work, conducting performance evaluations, and making personnel recommendations.
Performs other related duties as assigned.
Employment Standards
This position requires a Bachelor's degree in business administration, accounting, public administration, or a closely related field, and three or more years of progressively responsible experience in contract administration, budgeting, business administration, or procurement of goods and services, or any combination of relevant education and experience sufficient to demonstrate the knowledge, skills and abilities to perform the duties listed above. Preference may be given to candidates with technical or specialized training in the areas of construction management or facilities maintenance. Additionally, must meet the following requirements:

Must pass a criminal background investigation.
Must maintain regular attendance and punctuality.
Must maintain a level of mental and physical fitness required to perform the essential functions of this classification.
Supplemental Requirements
To perform the essential functions of the classification, incumbents must be able to meet the following physical requirements: must regularly talk, hear/listen, see/observe, sit, stand and walk; must regularly demonstrate fine motor skills; must occasionally exert up to 10 pounds of force.

The initial work schedule for this classification will be full-time, Monday through Friday. Early mornings, evenings and weekend work may be occasionally required. Overtime may be occasionally required. This classification is exempt under the FLSA.