Contracts Administrator - Construction jobs in New Mexico

Applications must be submitted online at: https://cityofsantafenmemployees.munisselfservice.com/employmentopportunities/default.aspx

General Definition of Work

Performs a variety of specialized professional and technical duties related to the management of City of Santa Fe contracts and grants, in accordance with applicable rules, regulations and established procedures. Ensures timely and accurate fiscal processing, maintains relevant documentation, enters, and manages data in databases, coordinates signatures and approvals between City departments and external vendors/contractors, and tracks deadlines and expiration dates.

Supervision Received

Works under the general supervision of an assigned supervisor.

Supervision Exercised

May provide general supervision and guidance and/or act in a lead capacity to assistant staff as needed.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. A position may not include all of the duties listed and the listed examples are not an exhaustive list of the duties that may be found in a position of this class.

Essential Functions

· Facilitates the effective and efficient processing of contracts and grants, memorandums, resolutions and other related agreements through established administrative processes and governing bodies.

· Drafts and compiles professional service agreements (PSA’s), request for proposal (RFP) bid packages, contract amendments, grant applications and other related documentation and memoranda, routes agreements to the Legal Department, vendor, and other signing authorities, as appropriate.

· Processes memos, resolutions, contracts, agreements, informational items, presentations, etc. through the committee and City Council administrative process, i.e., coordinating with appropriate staff in various departments and the City Clerk to place items on agenda(s).

· Negotiates and administers contracts and subcontracts with vendors, ensuring effective and favorable terms and pricing for the City.

· Utilizes specialized databases and creates and maintains spreadsheets to track spending, funding codes, project timelines and other related information; ensures accuracy in information.

· Tracks revenues, expenditures, encumbrances and expiration dates for all contracts, grants, and related agreements; issues late notices and notifies appropriate stakeholders regarding upcoming expiration dates and deadlines.

· Provides financial oversight of project budgets; prepares spreadsheets to track revenues, expenditures, and expiration dates for all contracts, agreements, and grants.

· Assists departments in developing project budgets and monitors spending throughout project; processes budget adjustments, project change orders, and purchase orders, as needed.

· Verifies receipt of goods and services and works with vendors on discrepancies, issues, or questions.

· Develops, maintains, and audits detailed records of project costs, financial reports, status reports, invoices, and payments; compiles and retains project closeout documentation.

· Prepares and delivers reports and presentations, to include cash flow analyses, year-end budget projections, and presentation materials for meetings and hearings.

· Assists internal and external stakeholders with questions and concerns regarding project statuses, available funds, terms, and conditions of agreements, understanding applicable rules and regulations, etc.; provides guidance and training to staff, as needed.

· Works with management to determine if new services, software, hardware, or applications are needed or if existing materials can provide requested need.

· Oversees open and upcoming contracts and pending invoices, ensuring all required processes are properly and efficiently completed so as not to disrupt the daily operations of the City.

· Manages loan programs as assigned; issues loan amounts; tracks monthly billing and payments.

· Reconciles revenue, expenditures, and encumbrances with city system.

· Updates governing body; requests mid-year review from Finance Director and division/department director as needed.

· Audits project costs from enterprise funds for mid-year reporting for review by City Council.

· Helps prepare/coordinate presentation materials for meetings and hearings, i.e., power point slides, laptop, projector, handouts, spreadsheets, etc.

· Writes and submits grant applications to potential funding sources to secure funds necessary for continued program operation.

· Prepares, justifies, and/or administers the budget for program areas; plans, administers, and monitors expenditures to ensure cost-effective support of programs and policies; assesses financial condition of an organization.

· Resolves problems, mediates conflicts encountered during daily operations, determines appropriate solutions, and promotes teamwork. Encourages regular communication and informs staff of relevant business issues and their impact on the organization.

· In a lead capacity, reviews work for accuracy and completeness, prepares, and provides training, and returns assignments with recommendations for proper completion.

· Performs other related duties as assigned.

Additional Essential Functions for Assignment in:

Community Health and Safety/Library:

· Assists in the ordering and invoicing of Library materials (books and media) and supplies from library vendors.

· Prepares reports for Federal, State, County and local (Friends of the Library) on Bond, MOU, and other grant expenditures.

· Compiles financial reports for required annual State Library reports, and other library entity reports.

· Unpacks shipments of library orders.

Community Development/Affordable Housing:

· Processing contracts, Affordable Housing Agreements, monthly invoices, agreements for developers, and preparing Release of Liens and Subordinations which includes creation of package for routing and approvals.

· Verifies invoices, submits for approval, and tracks to ensure payments do not exceed funding.

· Prepares, tracks, and records Deeds of Trust for Homewise or Housing Trusts.

· Ensures title company receives information on liens that have been released and Subordination Agreements.

Knowledge, Skills, and Abilities

· Attention to Detail – Ability to be thorough when performing work and conscientious about attending to detail.

· Coaching – Provides others with clear direction, motivates, and empowers.

· Conflict Management – Manages and resolves conflicts, grievances, confrontations, or disagreements in a

constructive manner to minimize negative personal impact.

· Customer Service – Ability to interact with customers in a friendly and professional manner, ability to work to resolve issues quickly and effectively, and is knowledgeable about products and services.

· Deciding and Initiating Action – Takes responsibility for actions, projects and people; makes quick, clear decisions which may include tough choices, after considering risks.

· Decision Making – Specifies goals and obstacles to achieving those goals, generates alternatives, considers risks, and evaluates and chooses the best alternative in order to make a determination, draw conclusions, or solve a problem.

· Delivering Results – Ability to set high standards for quality, quantity, and timelines. Focuses on customer needs and satisfaction. Consistently achieves project goals.

· Interpersonal Skills – Ability to show understanding, respect, friendliness, courtesy, tact, empathy, cooperation, concern, and politeness to others and relate well to different people from varied backgrounds and different situations.

· Learning – Uses efficient learning techniques to acquire and apply new knowledge and skills; uses training, feedback, or other opportunities for self-learning and development.

· Manages and Organizes Information – Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods.

· Mathematical Reasoning – Solves practical problems by choosing appropriately from a variety of mathematical and statistical techniques.

· Planning and Evaluating – Organizes work, sets priorities, determines resource requirements, determines short or long-term goals and strategies to achieve them, coordinates with other organizations or parts of an organization, monitors progress, and evaluates outcomes.

· Reading – Understands and interprets written material, including technical material, rules, regulations, instructions, reports, charts, graphs, or tables; applies what is learned from written material to specific situations.

· Resilience – Deals effectively with pressure; remains optimistic and persistent, even under adversity. Recovers quickly from setbacks.

· Teaching Others – Helps others learn through formal or informal methods; provides resources to help teach others; acts as a mentor.

· Thinking Strategically – Thinks strategically and promotes best practices and leading-edge ideas.

· Writing – Writes in a clear, concise, and organized manner for the intended audience.

· Written Communication – Composes, reviews, edits, and issues written materials for diverse audiences and communicates purpose in a succinct and organized manner that is appropriate for context, time, and place.

Education Requirement

Bachelor’s degree in business administration, accounting, public administration, economics, finance, or related field.

Experience Requirement

Three (3) years of experience in contract management, financial reporting, budget preparation, business computer applications, or related field.

Education and Experience Equivalency

One (1) year of the appropriate type and level of experience may be substituted for each required year of post-high school education. Additional appropriate education may be substituted for the minimum experience requirements.

Licensure and Certifications

· Must possess a valid driver's license.

Special Requirements

• Obtain and maintain a City of Santa Fe driving permit within three (3) months of hire.

Physical Requirements

• Requires the exertion of up to 40 pounds of force.
• Requires speaking or hearing and using hands to finger, handle or feel, requires sitting, standing, walking, stooping, kneeling, crouching, or crawling, reaching with hands and arms and lifting.
• Standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly.
• Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound.
• Work requires preparing and analyzing written or computer data, using of measuring devices, operating motor vehicles and observing general surroundings and activities.

Working Environment

• Work occasionally requires exposure to environmental conditions.
• Work is generally in a moderately noisy location (e.g., business office, light traffic).
• Close exposure to VDT’s and CRT’s.
• Requires attendance at evening meetings and special project deadlines outside the normal workweek.
• Some travel to off-site locations is required.

EEO/ADA Compliance

The City of Santa Fe is an Equal Opportunity Employer. In compliance with the American's with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.

Veterans’ Hiring Initiative

Pursuant to City of Santa Fe Resolution No. 2013-079, the City of Santa Fe Human Resources Department has implemented a Veterans’ Hiring Initiative policy in order to provide opportunities for veterans who meet or exceed the minimum qualifications for city employment to obtain City employment. The Governing Body does not guarantee that a veteran shall be hired for the position being applied for, only that the veteran will be given an interview; and, it does not intend to supersede or modify any collective bargaining agreement that is currently in place with the City of Santa Fe.

Job applicants who are veterans with an honorable discharge from the military or are members of the National Guard or Reserve who have successfully completed basic training, must use the Veterans’ Certification Form to identify themselves and then must attach a copy of their DD214 or DD215 and/or their proof of current Active, Guard or Reserve enlistment in order to certify their status for the position in which applying for.

Applications must be submitted online at: https://cityofsantafenmemployees.munisselfservice.com/employmentopportunities/default.aspx

Job Type: Full-time

Pay: $19.54 - $29.31 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Negotiation: 1 year (Preferred)

Ability to Commute:

• Santa Fe, NM 87501 (Required)

Ability to Relocate:

• Santa Fe, NM 87501: Relocate before starting work (Required)

Work Location: In person