PAY RANGE: N26
CONTRACT AND PLANNING ADMINISTRATOR
This is contract management and program planning work directing the negotiation and processing of contracts for finalization and developing program plans and strategies. The employee in this class in the Prisons Assignment develops scope and methodologies for new program initiatives and directs all facets of contract administration operations for the Prisons Department. The employee in the Department of Planning and Development’s Division of Housing and Community Development directs all contract management activities for federally funded housing and community development programs. The employees in this class may also participate in program implementation activities and have administrative/operational responsibility of a program as necessary. Directing the monitoring, evaluation and audit of purchased contract services to assure compliance, serving as the department’s primary interpreter of contract issues, and establishing and maintaining effective working relationships with social service provider agencies or housing agencies and City contract authorization departments and other agencies to effectuate contract agreements are of major significance to the work. Work is performed under the direction of a Commissioner, Deputy Commissioner, or designee.
ALLOCATING FACTORS: (The following conditions must be met for a position to be approved for this class.)
· The position in the Prisons Department must be responsible for contract management operations for the Philadelphia Prisons System, directing, through subordinate supervisors, the provision of contracted services such as prisons food services and building maintenance in the Philadelphia Prisons System.
· The position in the Department of Planning and Development must be responsible for directing, through subordinate supervisors, all contract management activities for federally funded housing and community development programs for the Division of Housing and Community Development.
· The position must have project planning and development responsibilities pertaining to the Department of Planning and Development’s contracted housing programs or the Philadelphia Prisons System’s operations and administration.
· Only one position will be allocated to this class in each of the Prisons Department and the Department of Planning and Development.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
Directs, through subordinate supervisors, the review of service provider's prior audit reports, work papers and management letters; studies exceptions to proper accounting operating standards noted in reports; determines compliance with contracted agreements and agency directives.
Processes requests and proposals from contractors to implement services; participates in the negotiation of contract terms and fees; recommends approval of contract proposals to the Commissioner, Deputy Commissioner, or designee; tracks contracts through the certification and administrative processes; notifies contractors of non-conformance to budget.
Develops Request for Proposals (RFP) for projects utilizing consultants or contractors; reviews and evaluates responses and makes appropriate recommendations to departmental management.
Develops scope of projects and methodologies to be followed; researches and collects information on intended program activities, objectives, goals and assumed causal relationships and combines this information into a program model.
Develops contracts for program implementation; participates in the development of goals and objectives, evaluation standards, timetables and other program components for programs and projects; participates in the implementation and evaluation of programs as they relate to purchase of services.
Supervises staff conducting analyses of contract costs, trends, social or housing and community development programming, and policy relating to contract standards and development; clarifies federal and state mandates and industry professional standards and explains departmental policy and procedures to administrators and to contractors.
Ensures funds are encumbered for payment of contracted services; monitors the status of budget accounts for contracted services to project if expenditures will exceed budgetary allotments; recommends preventive action to providers to assuage exhaustion of funds.
Participates in executive staff meetings and informs agency and contractor personnel of contract issues; summarizes audit evaluation, utilization and status reports on contractors for evaluation by departmental administrators; interprets, for City officials, contractors and provider agencies, contract language, standards and specifications.
Performs related work as required.
Department of Planning and Development Division of Housing and Community Development Assignment
Directs, through subordinates supervisors, the administration of all fundable and eligible housing and community development contracts; directs the monitoring and management of contracts using the Automated Contract Information System (ACIS) and IDIS applications; directs programs of Housing Counseling and the Housing Opportunities for Persons With AIDS (HOPWA) Program; reports on programs to Housing and Urban Development utilizing the Integrated Disbursement and Information System (IDIS); prepares scope of services to be incorporated in final contracts funded primarily by Community Development Block Grants.
Directs and reviews, through subordinate supervisors, the monitoring, evaluation and audit of contracted housing, foreclosure assistance, housing construction, and other related services; directs and reviews invoice processing and budgetary compliance of contracted agencies; may conduct site visits; monitors providers' compliance with programmatic service standards, and insurance, license and special requirements; provides technical direction to funded agencies on contract and program compliance; recommends corrective action for deficient or problematic service providers; recommends non-payment or termination of deficient contracted services.
Participates in Contract Review Committee; determines eligibility and reviews activities for conformance; makes recommendations to management on contracts and programs.
Directs, through subordinate supervisors, the monitoring and management of Philadelphia Prisons Contracts; reviews contractor proposals and determines if the scope of services is acceptable; determines, based on subordinate reports and personal review, that contractor services comply with contract specifications, and Commonwealth of Pennsylvania and American Correctional Association standards; reviews and approves requests for changes to contract products and services that impact on operations; through a subordinate staff, monitors contracted services on a daily basis; meets with contractor senior staff to review service; works with operations managers and legal counsel to discuss treatment for specific inmates.
Directs, through subordinate supervisors, the monitoring, evaluation and audit of contracted food, building maintenance and other related services; monitors providers' compliance with programmatic service standards, and insurance, license and special requirements; recommends corrective action for deficient or problematic service providers; recommends non-payment or termination of regular or grossly deficient contracted services.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
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 5/17.)
Completion of a bachelor’s degree program at an accredited college or university.
Two years of administrative contract management experience above the full performance level which has included developing, coordinating and monitoring a large volume of contract and related activities in a major operating division of a health or social service department, or in a housing and community development department.
Four years of administrative and supervisory contract management experience with responsibility for the development, coordination and monitoring of all contract activities for a large correctional system or other large City department, or the Department of Planning and Development.
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources which has included the education and the specific experience requirements described above.
NOTE: Selective Factor Certification may be utilized, as needed, to fill specific positions. In accordance with Civil Service Regulation 11.032 – the appointing authority may request certification of eligible candidates with the specified experience, education, and/or training to fill specific positions in this class. Certification to fill such position will be made from the two highest ranking eligible candidates on the eligible list who possess the specified qualification.
CLASSES THAT TYPICALLY MEET THE MINIMUM REQUIREMENTS:
Contract Administrator (2F70)
Economic/Housing Development Contract Administrator (3E54)
PHYSICAL AND MEDICAL REQUIREMENTS
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
CSC – 1/08; Ad. Board - 3/08
CSC - 2/10; Ad. Board - 3/10
CSC - 11/14
Ad. Board - 1/15
Latest Spec. Revision:
CSC - 4/17
Ad. Board - 5/17