PAY RANGE: N21
This is administrative contract management work. Employees in this class develop, coordinate, and monitor contract activities for a major operating division of a health or social service department or for a department with responsibility for managing all contracts including engineering and construction contracts department-wide or a comprehensive city-wide employee benefits program. An employee in this class develops, modifies and monitors contract processing procedures and activities, reviews contract requests and proposals, and serves in a liaison capacity between departmental staff and provider and City agencies involved in the contract development and approval process. 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 is a major aspect of the work. Work may include supervision of subordinate administrative, technical and/or clerical personnel. Employees work 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.)
1. Positions in this class must develop, coordinate and monitor all contract activities for their department or for an operating division of one of the City's health or social service agencies.
2. The number of positions allocated to the class in the department shall be based on the following:
a. Only one position to a division in the Health Department, Office of Supportive Housing, Department of Human Services and the Department of Behavioral Health and Intellectual Disability Services.
b. Only two positions in the Commerce Department’s Division of Aviation.
c. Only one position for all other departments.
3. Positions must serve in a liaison capacity between departmental staff and other agencies involved in the contract development and approval process.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
Performs the duties described below with English language speaking and designated non-English language speaking populations.
Conducts analyses to determine existing contract preparation, processing monitoring, developing and approval procedures; revises existing procedures or develops new ones to increase efficiency of contract processing; 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 employee benefits, health and social services or engineering and construction related contracts; develops standard formats to clarify contract terms and provisions; monitors new procedures to determine their effectiveness; tracks progress of contracts, administers contracts, and prepares reports to minimize delays and follow up with providers to ensure required contract documents are submitted in a timely manner; may use Automated Contract Information System (ACIS) to track and administer contracts.
Develops and reviews requests for proposals and proposal submissions for the implementation of health or social services, engineering and construction contracts or multiple multi-million dollar contracts for a comprehensive city-wide employee benefits program which includes health, dental, vision, dependent care, flexible spending and employee wellness benefits; insures that required exhibits and appropriate City ordinances are included in contracts; monitors contract status through established interdepartmental routes; serves in a liaison capacity between departmental and interdepartmental personnel, provider agency staff, and City officials in the resolution of contract problems; prepares grant applications and assists provider agencies in the preparation of grant applications; acts as liaison with state, federal and private agencies and insures that grant programs meet applicable guidelines.
Coordinates and conducts training sessions to familiarize City and provider agency staff with the City's contract process and departmental procedures; reviews contract requests for completeness and accuracy; 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.
Prepares various reports as requested by city agencies on an as needed basis, such as Office of Economic Opportunity Reports (OEO) and Prospective Contract Reports (Finance).
Confers with City officials regarding the development of vendor insurance level requirements; may supervise administrative and clerical staff engaged in the preparation and processing of contracts and monitoring of grants and contracts for programmatic compliance and adherence to fiscal requirements.
Develops contracts by gathering required vendor and financial data from various sources including program and fiscal staff; modifies contract templates and exhibits as needed.
May act as Departmental Conformance Manager; interprets contract rules and regulations; works with departmental staff to plan for contract timeline; reviews and posts contract opportunities; manages the overall process of contract execution; assists the department in planning new contracts and amendments in a timely manner.
Composes correspondence independently for own signature, or for the signature of superiors; utilizes a variety of software packages, including word processing, spreadsheet, database, including Word and Excel.
Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
· Contract development, management and administration
· Municipal ordinances and procedures pertaining to contract preparation and processing, including city cost principles, accounting guidelines and provider agreements, and other City-wide policies that impact on contracts
· Federal, state and municipal laws and regulations related the area of assignment
· Research methods, techniques and standard sources of information as they relate to contract administration
· Policy analysis theory and techniques
· Fiscal administration
· Grant administration
· Budget preparation and administration
· Personal computers and current software packages used for word processing, data base management, preparation and use of spreadsheets and financial analysis as required by job assignment
· Analyze and develop recommendations concerning service unit utilization and cost data
· Analyze and develop recommendations concerning contract provisions and requirements to achieve departmental objectives
· Develop and recommend reporting systems for monitoring contract development status
· Establish and maintain effective working relationships with associates, administrative officials and vendors
· Read and interpret invoices, budgets and audits
· Prepare a variety of reports as required by job assignment
· Present ideas effectively, both orally and in writing
· Use the Automated Contract Information System (ACIS) and other vendor software, if required by job assignment
· Speak, read and write fluently in a specified non-English language and the English language for the Bilingual specialty
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 09/19.)
Completion of a bachelor's degree program at an accredited college or university.
Two years of full‑performance level experience performing administrative or program analysis, budget analysis or technical purchasing and contract compliance which has involved contract preparation and processing, or contract administration including reviewing contracts and departmental compliance plans.
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included completion of a bachelor’s degree program.
City of Philadelphia Classes That Typically Meet the Experience Requirements:
Procurement Specification Analyst (2E07)
Administrative Specialist 2 – Confidential/Non-Confidential (2L17/2L32) (if performing contract preparation and processing, or contract administration including reviewing contracts and departmental compliance plans)
Social Service/Housing Program Analyst (5A80)
ADDITIONAL REQUIREMENT FOR THE BILINGUAL SPECIALTY
Sufficient training and/or experience to be able to understand and speak fluently and clearly in English and a designated non-English language.
PHYSICAL AND MEDICAL REQUIREMENTS
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Class Established - 2/84
Revision: CSC - 12/96; Ad Board - 3/97
Revision: CSC -11 /11; Ad Board - 12/11
Spec Revision: CSC – 1/14; Ad. Board – 3/14
Latest Spec Revision: CSC – 8/19; Ad. Board – 9/19