POSITION IDENTIFICATION
TITLE Contracts Administrator
CLASSIFICATION NUMBER 1368
GRADE 42
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Contract Compliance Manager
GENERAL FUNCTION
The Contracts Administrator coordinates works with the Planning, Design & Construction staff to prepare and oversee issuance of 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. The Contracts Administrator coordinates daily office and departmental activities, projects, and disseminates information to staff, senior administrators, and public entities, as appropriate.
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: The ability to read and interpret contract documents (special conditions and/or general requirements) is required. Strong computer skills, including the development of spreadsheets and reports are required. The ability to effectively use the Microsoft Office suite of programs, in particular Word, Excel, PowerPoint, and Outlook, 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 develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. The ability to work effectively with Adobe Acrobat is preferred. Knowledge of web design and related programs is preferred.
Effort: The position is primarily sedentary.
Other: The scope of the job occasionally requires working in the evenings.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Coordinates 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 and interprets contract requirements to consultants, contractors, and departmental staff.
3. Oversees issuance of both the notice to proceed and the contract, verifies that notices to proceed agree with bid documents, and confirms 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, and recommending contract changes based on observable needs.
5. Coordinates bidding procedures and manages documentation for construction projects, including required legal advertising, bid openings, wage determinations, affidavits and payroll documentation from contractors, and bids and bond compliance with University regulations.
6. Ensures proper encumbrance of state or local funds designated for construction projects by overseeing the submission of 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 initiating and 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 for monitoring the status of budgets.
9. Oversees and advises staff in reviewing and revising bid documents and processing change orders expeditiously and works closely with the Project Managers to ensure that University requirements are met.
10. Assures compliance with federal, state, and local laws and fair employment practices by monitoring contracts and reviewing associated documentation.
11. Processes requests for payment by verifying that payment requests are accurate and in accordance with contracts, verifying that required affidavits, releases, operations and maintenance manuals, record drawings, 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. Works with the University Architect and Director of Planning, Design & Construction, the Associate Director, Planning, Design & Construction, and the Contract Compliance Manager to develop, implement, and provide guidance to the office staff regarding departmental and University policies and procedures.
14. Assists with and provides various special internal and external reports on a weekly and monthly basis by gathering information, researching online sources, compiling information, tabulating statistics, organizing and presenting the information in a useable and understandable format, and maintaining an in-depth understanding of all aspects of the construction process.
15. Using information provided by project managers and following University policy, prepares regular reports for 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.
16. Maintains the departmental website using web design and related programs to create and update web pages as assigned.
17. Assists departmental staff by entering, processing, and closing requisitions as assigned.
18. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
19. 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.
20. Contributes to the overall success of the office by performing all other duties and responsibilities as assigned.
SUPERVISION
The Contracts Administrator is supervised by the Contract Compliance Manager and supervises a part-time employee.
OFFICE OF HUMAN RESOURCES
REVISED OCTOBER 2019
