Contractor Administrator

City of Cleveland: 
 The City of Cleveland has a proud history as the healthcare capital of the world and the home of manufacturing. It is that ingenuity, grit, and resilience that we share as Clevelanders that will drive the new wave of leadership and innovation in our city. It is time to take our city’s proud heritage to the next level by both investing in homegrown talent and attracting new talent to the city. The City of Cleveland employs over 8,000 people dedicated to public service and we are looking for emerging and experienced leaders to help us move forward. Join us today as we shape our future.

 A Vision for Cleveland Community Development: 
The Department of Community Development envisions a Cleveland where stakeholders are empowered to build the pathway to equity. This vision is realized by creating quality housing and vibrant neighborhoods that serve as the foundation for generational wealth and community prosperity.Under administrative direction, is responsible for effectuating contracts. Establishes operative procedures, reposts forms, and recommends regulations for facilitation of such Program. Meets with bidders and contractors for the purpose of clarifying the requirements of said Program and also for the conducting of pre-award conferences, evaluating "affirmative action" plans by said bidders and contractors assuring full compliance with equal employment opportunity. Oversees the filing of reports by bidders and contractors both prior to and subsequent to the award of contracts containing information as to the employment practices, policies, programs and statistics of the bidders and contractors. Ensures project site reports are completed on a periodic basis to assure continued compliance with contractor commitments made in connection with the Program. Makes recommendations to the Mayor or Director of the using department as to sufficiency of apparent successful bidder's compliance with the Program. In event of non-compliance with contractor commitments made under the Program, recommends sanctions as prescribed by the City's Equal Employment Ordinances. Performs related duties as required.Associate’s Degree in Business or Public Administration or a related field required.  Three years of experience in contract compliance, case management, or business administration or a related field required.  (Substitution:  One year of experience may substitute for each year of college education lacking.)  Knowledge of federal, state, and local laws, ordinances, and regulations relating to labor standards, Minority and Female Enterprises, and equal employment opportunity is preferred.  Must be proficient in various software applications including Microsoft Office Suites.  Supervisory experience is preferred.  Valid State of Ohio Driver’s License required. About CD: 
The Department of Community Development (“CD” or “the Department” or “we” or “us”) is the City’s core unit dedicated to designing and implementing programs that help to improve our neighborhoods, community networks and social structures, reduce and mitigate safety and health risks related to occupied and vacant properties, and coordinating with internal government units and external parties to help address housing shortfalls and homelessness matters. Our mission is to improve the quality of life in the City of Cleveland by strengthening our neighborhoods through successful housing rehabilitation efforts, commercial rehabilitation efforts, new housing construction, homeownership, and community focused human services. As a result, CD is the City’s lead department for implementation of more than $30 million in annual funding received from the U.S. Department of Housing and Urban Development (HUD), including funding for the Community Development Block Grant (CDBG), HOME Investment Partnerships (HOME) Program, Emergency Solutions Grant (ESG), and the Housing Opportunities for Persons with AIDS (HOPWA) Program. 

CD consists of the following primary operating units (OUs):

• Bureau of Program Operations; 
• Bureau of Community Programming; 
• Bureau of Residential Improvement; and 
• Bureau of Enterprise Operations;
  
  The above OUs are led by Bureau Chiefs, who report to the Department’s Assistant Directors. 

Departmental Duties:
The contract administrator oversees the creation, execution, and analysis of contracts within the organization. They ensure that contracts meet legal requirements and align with City goals. This includes negotiating terms, monitoring compliance, and mitigating contract risks. 

Key responsibilities include:

• Overseeing the entire contract lifecycle, ensuring compliance with legal and city standards.
•  Serving as the primary point of contact between the City and third parties to ensure timely review and approval of any contract modifications. 
• Maintaining thorough records of all contract documents from creation to execution to support audits, ensure efficiency, and mitigate risk. 
• Developing and implementing procedures and policies to ensure contract management aligns with the City’s operational and legal expectations.
• Acting as a liaison between the City and external parties such as vendors, clients, and partners. 
• Administer contracts supporting residential rehabilitation and housing-related programs administered by the Bureau of Residential Improvement. 
• Coordinate contractor onboarding, contract execution, amendments, and renewals in collaboration with internal departments and external partners. 
• Monitor contractor performance, project progress, and compliance with contractual requirements and program standards.
• Review invoices, work documentation, and supporting records to verify contract compliance prior to payment approval. 
• Maintain contract tracking systems, records, and documentation to ensure accurate reporting and audit readiness. 
• Identify contract administration issues and recommend process improvements to enhance efficiency and compliance.

Additional and Preferred Qualification:

• Bachelor’s Degree in Business Administration, Public Administration, or closely related field preferred. 
• Knowledge of Federal, State, and local laws related to purchasing, contracts, and compliance.
• Familiarity with bookkeeping and accounting principles. 
• Strong oral and written communication skills.
• Ability to work independently with minimal supervision.
• Proficiency in Microsoft Word, Excel, and PowerPoint. 
• Strong interpersonal skills and ability to maintain professional relationships.
• Ability to conduct contract compliance investigations and render informed decisions.
• Strong ethical judgment and commitment to City values and conflict of interest policies.
• Ability to maintain punctual and reliable attendance.