2F70

PAY RANGE:  EP23

 

CONTRACT ADMINISTRATOR

 

GENERAL DEFINITION

 

This is administrative and supervisory contract management work at the departmental level. The employee in this class supervises and monitors, through subordinate professional, technical and clerical personnel, the development, coordination and monitoring of all contract activities for the Health Department, Department of Human Services, Department of Behavioral Health and Intellectual Disability or the Office of Supportive Housing.  Work includes developing and implementing departmental contract processing policies and procedures, reviewing contract requests and proposals, and serving in a liaison capacity between departmental staff and provider and City agencies involved in the contract development and approval process. Directing departmental contract activities, coordinating the automated contract information system (ACIS) and establishing and maintaining effective working relationships with City officials, departmental administrators and representatives of contracted agencies to secure cooperation in the development of procedures and resolution of contract problems are significant aspects of the work. Work is performed under the general direction of an administrative superior.

 

ALLOCATING FACTORS:  (The following conditions must be met for a position to be allocated to this class.)

 

·         The position must supervise a group of divisional level contract coordinators and, technical and clerical personnel, in the development, coordination and monitoring of all departmental contract activities.

·         The position must perform the work in the Health Department, the Department of Human Services, Department of Behavioral Health and Intellectual Disability or the Office of Supportive Housing.

·         Only one position in each department specified will be allocated to this class.

 

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

 

Supervises professional, technical and clerical personnel in the establishment, implementation and monitoring of all departmental contracts; directs staff in the establishment, implementation and monitoring of policies and procedures governing professional services contract development, initiation and processing; serves as primary interpreter of City contract management agency policies and directs staff in dealings with central contract agencies; confers with departmental administrators to discuss contract development and processing and to resolve funding and language issues.

Analyzes and reviews departmental operational and administrative procedures; conducts analyses to determine existing contract preparation, processing and approval procedures; recommends changes for administrative processes, work flow, records and other documents, staffing patterns, and achievement of stated departmental goals and objectives; revises existing procedures or develops new ones to increase efficiency of contract processing; follows through on the implementation of organizational and procedural changes.

Meets with departmental and interdepartmental staff to determine necessary terms and provisions to be included in contracts; participates in contract negotiations on the appropriateness of contract terms for health services contracts; develops standard formats to clarify contract terms and provisions; monitors new procedures to determine their effectiveness; uses Automated Contract Information System (ACIS) to track progress of contracts, administer contracts and prepare reports.

Monitors contract status through established interdepartmental routes; serves in a liaison capacity between departmental and interdepartmental personnel in the resolution of contract problems; prepares grant applications and assists provider agencies in the preparation of grant application; acts as liaison with state, federal and private agencies and insures that grant program meet applicable guidelines.

Coordinates and conducts training sessions to familiarize City and provider agency staff with the City's contract process and departmental procedures; serves as minority business goals coordinator for departmental contracts; confers with departmental administrators to determine how minority and female participation goals can be met; prepares monthly and yearly status reports on achievement of minority goals.

Develops and prepares a variety of manual and electronic periodic, summary and special reports pertaining to contract operations and problems of the operating divisions, including program issues, work production and budgetary matters.

Performs related work as required.

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

 

KNOWLEDGE OF:

 

·         municipal ordinances and procedures pertaining to contract preparation and processing, including city cost principles, guidelines and provider agreements, and other City-wide policies that impact on contracts

·         the principles and practices of contract development, management and administration

·         uses and applications of personal computers and current software packages used for contract processing data base maintenance and preparation of spreadsheets

·         the principles and practices of administration, organization and management and their application in solving a variety of operational and administrative problems

·         the principles and practices of fiscal and grant administration

·         the principles and practices of budget preparation and administration

·         the principles and practices of methods and procedures analysis, administrative control, work simplification and staff utilization

·         report writing principles and techniques

ABILITY TO:

 

·         formulate new or alternative contract strategies to achieve organizational goals and objectives

·         evaluate quality and effectiveness and effect sound management practices in the administration of contract programs

·         develop policies, procedures and guidelines governing administrative processes

·         prepare comprehensive reports, charts, layouts, forms, handbooks and other media of information and instruction

·         develop and recommend reporting systems for monitoring contract development status

·         establish and maintain effective working relationships with associates, departmental administrators other department officials and representatives of contractor and other outside agencies

·         supervise and coordinate the work of a staff of professional, technical and clerical personnel

·         present ideas effectively, both orally and in writing

 

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on /12).

 

ALL SPECIALTIES

 

EDUCATION

 

Completion of a bachelor’s degree program at an accredited college or university.

 

AND

GENERAL EXPERIENCE

 

Three years of full performance administrative, program analysis or contract compliance experience.

 

AND

SPECIFIC EXPERIENCE

 

Two years of administrative contract management experience above the full performance level in a major operating division of a health or social service department which has included developing, coordinating and monitoring a large volume of contract and related activities.

 

OR

 

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included the specific experience.

 

PHYSICAL AND MEDICAL REQUIREMENTS

 

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

 

CLASSES THAT TYPICALLY MEET THE SPECIFIC EXPERIENCE REQUIREMENT FOR THIS CLASS ARE:

 

Contract Coordinator (2F69)

 

Class Established:

CSC -6/01

Ad. Board - 9/01

 

Latest Spec. Revision:

CSC -07/12

Ad. Board – 9/12

 

MA