Contract Coordinator

Company: City of Boynton Beach, FL
Location: Boynton Beach
Posted on: November 25, 2022

Job Description:

Purpose of Classification The purpose of this classification is to assist the Utilities Department Divisions in the administrative and procurement functions of the department, and to coordinate and perform various program and office administration duties. Work involves coordinating activities involving negotiation administration, monitoring, and maintenance of contracts pertaining to City engineering projects, construction projects, consultant and engineering contracts, and capital improvement projects. The position is also responsible for department public information administration including maintaining and updating the department's website and social media sites, assisting in the development of public presentations, and assisting in the development of public reports and press releases as it relates to department projects and maintenance activities.Essential Functions The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions 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. Interprets and explains City and department policies and procedures to employees and the general public; assists the director in implementing new programs and changes in department policies and procedures. Maintains contract oversight with regard to CIP projects, scope of work and tracks all pay apps. Reviews accuracy of contractor applications for payment and consultant invoices.Ensures all contracts are in compliance with scope of work and bid contracts. Verifies all invoices submitted to the Finance Coordinator-Utilities have been reviewed to ensure pricing is in compliance with the Bid Documents/Scope of WorkReceives various forms, reports, contractor applications, contractor bids, change orders, insurance certificates, construction specifications, or other documentation to review, complete, process and forward or retain as appropriate. Maintains working relationship with Finance/Procurement to coordinate activities required for all types of procurement and bidding procedures while maintaining current bidding documents.Coordinates activities involving negotiation, administration, monitoring, and maintenance of contracts pertaining to City engineering projects, construction projects, and capital improvement projects. Researches, reviews, and prepares documents such as bid requests, bid evaluation worksheets, project worksheets. Initiates change orders, purchase requisitions, purchase orders, payment orders, and budget transfers with the Finance Coordinator-Utilities. Assists with contract negotiation and administration of contracts; confers with user departments, vendors, contractors, local/state agencies, sales/service representatives, and other individuals. Composes and types activity and reports, correspondence and memos, press releases, department newsletter articles, and others. Manages the public relations, public information, and various forms of social media platforms for the Utilities Department. Assists and coordinates preparation of City Commission agenda items; prepares board meeting agendas and meeting minutes; provides staff support to city advisory board and authority members. Conducts department surveys; prepares various reports. Performs procurement duties for the Utilities Department Administration; schedules and arranges meetings and appointments; drafts and types business correspondence; organizes department meetings. Establishes and maintains the department's central records and files which may include accounting records, budgets, purchasing forms, contracts, legal documents, meeting minutes, and others. Attends department staff meetings. Verify appropriate retainage according to Florida State Statutes and track for all open construction contracts. Works with project managers to ensure timely submission of invoices/pay apps for all open purchase orders. Tracks all open purchase orders and invoices to ensure timely receipt and works with project managers to obtain receipt of missing invoices. Performs other related duties as required.Minimum Qualifications

• Associates degree in procurement, public administration, business management or closely related field; and
• Two (2) years previous experience that includes procurement, customer service, and administrative assistance; and
• Must possess (or able to obtain within fourteen (14) days of hire) and maintain a valid Florida driver's license. Supplemental Information COMMUNICATION COMPETENCIES Knowledge of Federal, State, and City laws, codes and regulations pertaining to governmental contracts, contract compliance and purchasing. Knowledge of governmental procurement policies, procedures, methods and legal requirements. Knowledge of and the ability to accurately prepare bid specifications and sealed bids for construction, engineering and capital improvement projects. Knowledge of the principles and practices of social media for communications and marketing purposes. Comprehensive knowledge of OSHA practices in regards to the realm of Utilities and Engineering. Skilled in designing, writing, and editing productions of publications in social media. Skilled in using computer and finance application software. Skilled in performing comprehensive research, analyzing data, and preparing reports. Ability to present ideas and concepts in a clear and concise manner to diverse groups. Ability to comprehend, interpret, and apply regulations, procedures and related information. Ability to plan, organize and prioritize own daily assignments and work activities. Demonstrates effective oral and written communication skills and conveys ideas and information in a clear and concise manner. KNOWLEDGE, SKILLS, AND ABILITIES The ability to clearly communicate Department and City Goals, Policies, Strategic Plans and other key information to employees and peers using multiple communication platforms including e-mail and social media. Effectively communicates with supervisor, employees, other departments, contractors, engineers, utility companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Accurately and expeditiously receives and delivers messages and information to the appropriate individuals. Ability to prepare accurate and thorough written records and reports. Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal direction. Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters. Ability to establish and maintain harmonious working relationships with Supervisor, customers, other employees, other departments, other governmental and regulatory agencies, and the general public as needed.PHYSICAL AND SENSORY REQUIREMENTS / ENVIRONMENTAL FACTORS 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 (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 colors or shades of colors, sounds, odor, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally. Environmental Factors : Performance of essential functions may require exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, bright/dim light, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances. The City of Boynton Beach, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.VETERANS' PREFERENCECertain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority in the City's hiring process. Additionally, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment by the City.

Keywords: City of Boynton Beach, FL, Boynton Beach , Contract Coordinator, Other , Boynton Beach, Florida