| General Purpose: |
| Performs advanced professional work planning, coordinating, developing, and overseeing all aspects of the City's formal and informal procurement and contracting activities related to the acquisition of goods, materials, supplies, equipment, construction, and services. This position also performs advanced professional work applying for and administering grants, including providing technical assistance and compliance to all City divisions, departments and personnel for grants considered and/or received by the City. Work is performed under the direct supervision of the City Manager, although considerable leeway is granted for the exercise of independent judgment and initiative. Most Essential Duties and Responsibilities are performed in close coordination with City staff and ultimately approved by City leadership. |
| Essential Duties and Responsibilities: |
This list is ILLUSTRATIVE only and is not a comprehensive listing of all functions and duties performed by the incumbent of this class. Duties may include, but are not limited to the following:
- Prepares and publishes solicitation documents assuring compliance with city, state and federal regulations.
- Prepares contract documents, reviews and tracks contractor submittals, prepares and/or reviews pay requests, prepares and/or reviews change orders and correlates project expenditures with the Finance service delivery group and managing division service delivery group.
- Identifies and recommends grant administration policies that provide internal control systems for submitting grant applications, accepting grant awards, and monitoring and closing out grants.
- Identifies and recommends City-wide and Federal procurement and contracting policies and procedures.
- Coordinates with project managers on grant applications and associated compliance requirements.
- Prepares/reviews and submits grant reports and reimbursement requests in collaboration with the program manager and in accordance with the grant agencies requirements.
- Serves as a liaison between staff and agencies involved in the contract development and approval process.
- Identifies and recommends business process changes that will provide cost savings opportunities for the City and improve efficiencies.
- Prepares and types correspondence, memorandums, reports and related materials as necessary and/or requested.
- Processes purchase requisitions and orders for contracts, including generating material receipts, establishing vendors and implementing an accounting system.
- Manages vehicle and surplus equipment declarations, sale and disposal.
- Establishes and maintains contract and purchasing files, including maintaining security over confidential matters and files and distributing such material only to appropriate sources.
- Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.
- Attends meetings, conferences, workshops and training sessions including required training by granting agencies and reviews publications and audiovisual materials to become and remain current on the principles, practices and new developments in assigned work areas.
- Responds to citizen, vendor, or contractor questions and comments in a courteous and timely manner.
- Maintains knowledge of all organizational and governmental rules affecting purchases, contracts and grants and provides information about these rules to staff members and to vendors.
- Prepares subrecipient and vendor contracts supported with grant funds to ensure all appropriate pass-through provisions are included.
- Develops and maintains an electronic public solicitation site.
- Coordinates with City Attorney to develop contract templates and secures document reviews, as appropriate.
- Develops and manages performances measures, benchmarks and quarterly reporting of Citywide contract/procurement and grant activity.
- Monitors grant requirements, budgets, and deadlines for all phases from inception to completion and coordinates with applicable to staff to ensure compliance and accurate reporting.
- Participates in annual budgeting and capital improvement processes to provide financial status of current grants and relevant information related to spending timelines.
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| Other Duties and Responsibilities: |
- Performs other related duties as assigned.
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| Job Qualifications |
| Required Education and Experience: | - Graduation from an accredited four-year college or university with a degree in business or public administration, accounting or related field; and
- Certified Grants Management Specialist or Associate within one year of hire.
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| Other Preferred Qualifications: | - Four (4) years of progressively responsible experience in professional grant/contract management, compliance auditing and/or systems management, preferably with a governmental agency.
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| Necessary Knowledge, Skills and Abilities: | Knowledge of:
- Governmental purchasing, preparation of contract documents, and procurement procedures.
- Federal and state grant and administrative procedures.
- Computer records management and modern filing systems.
- Modern office procedures and equipment.
- Local government accounting principles, practices and procedures.
- Municipal procurement procedures.
- Principles and practices of leadership, motivation, team building and conflict resolution; and public sector supervision.
- Standard business software tools such as database management, word processing, spreadsheet, email, and Internet browser programs.
Skill in:
- Using tact, discretion, initiative and independent judgment within established guidelines.
- Analyzing and resolving technology related problems and customer requests.
- Researching, compiling and summarizing information, including statistical data.
- Organizing work, setting priorities, meeting critical deadlines and following up on assignments with a minimum of direction.
- Communicating clearly and effectively, both orally and in writing.
- Preparing clear and concise reports, correspondence and other written materials.
Ability to:
- Provide consistent and productive support to others in both routine and stressful situations.
- Understand and carry out written and oral instructions with close attention to detail and accuracy.
- Adapt to and plan for changes in assignment and in the work environment.
- Work cooperatively and effectively with staff, customers, vendors and the public.
- Coordinate and perform multiple tasks simultaneously in a consistent and accurate manner.
- Analyze information quickly and accurately and develop an appropriate course of action.
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| Working Conditions |
| Work Environment: | - Work is performed in a normal office environment with little exposure to outdoor temperatures, dirt and dust.
- The incumbent’s typical working conditions are moderately quiet with little exposure to excessive noise.
- Duties may require some evening, weekend, holiday and/or on-call work.
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| Physical Activities: | - Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively.
- Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review documents in electronic and hardcopy form.
- Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate computers and related equipment;
- Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to function in a general office environment and visit various work sites throughout the City.
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| Tools and Equipment Used: | General office equipment. |
| Supervision Received: |
| Works under the general supervision of the City Manager. |
| Supervision Exercised: |
| None. |
