Contract Manager

JOB SUMMARY

Provides oversight of the City’s contract service management functions to ensure transparent, ethical, and cost-effective acquisition of goods, services, and capital projects. Serves as the City’s primary contract administration, working with the Purchasing Director and City Attorney to maintain compliance with all applicable laws and ordinances and to foster a culture of efficiency, accountability, and customer service across all departments. The Contract Manager assists with citywide purchasing education programs and serves as the primary liaison to the vendor community for post-award contract administration and vendor performance evaluation to promote fair competition and innovation.

ESSENTIAL FUNCTIONS

• Provides professional support and sound advice to all stakeholders involving contractual services, consultants, equipment, supplies, construction, capital improvements and other applicable activities. 
• Responsible for drafting, evaluation, negotiation, execution, and overall management responsibilities of all City contracts and agreements, in coordination with the Purchasing Director, and routing contracts through appropriate approvement channels.
• Provide red-lined recommendations and negotiate directly with customer attorneys, city department(s) or purchasing staff until consensus has been reached.
• Maintain contractual records and documentation such as receipt and control of all contract correspondence, customer contact information sheets, contract amendments, status reports and other documents for all projects.
• Manage Purchasing Division’s contract vendor evaluation and renewal calendar and schedule updates
• Facilitate quarterly and annual vendor performance evaluations and training department directors and contract managers on how to complete the evaluation process.

• Assist in developing negotiation strategies/plans with project management and other operational staff in departments, in coordination with the Purchasing Director.
• Coordinate with Finance, Purchasing, Risk, and Legal to ensure contract payment terms are consistent with City standards and facilitate timely payments, and ensure vendor compliance with terms.

• Monitor contract cost performance with contract managers in departments and Finance.
• Work with Risk Management to coordinate contractual insurance requirements.
• Review terms and conditions, with the Chief Financial Officer, City Attorney, Purchasing Director, and Risk Director to address provisions and risks of financial terms, acceptance criteria, delivery requirements, warranty, intellectual property, termination provisions, indemnification and all other potential risk areas and recommend risk mitigation strategies.
• Develop and implement contract management and administration procedures in compliance with city policy.
• Monitor compliance by city employees with established procedures and identify areas of recurrent pressure. Ensure contract and agreement close-outs, extensions, or renewals.
• Monitor customer satisfaction with City terms and conditions, regular vendor and contracting practices.
• Ensure that executed contracts are communicated to all relevant parties to provide contract visibility and awareness, and interpretation to support implementation.
• Document and escalate vendor deficiencies or nonperformance
• Ensure all contracts and agreements are entered into the City’s contract database.
• Participate in contract compliance outreach sessions designed to increase the pool of available MBE/FBE/SBE firms.

• Provides functional guidance and training to departmental Contract Managers and procurement participants engaged in vendor oversight activities.
• Assists in contract-related procurement activities, including coordination of procurement planning and documentation, in accordance with applicable federal, state, and local laws, policies, and procedures.

• Provides regular training and communication to department heads and staff on updates to laws, policies, and best practices in public procurement and contract management.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY POSITION

• Ability to communicate complex procurement concepts clearly to diverse audiences, including non-technical staff and the public.
• Knowledge of public procurement principles, including strategic sourcing, cooperative purchasing, and lifecycle cost analysis.
• Strong ethical judgment consistent with NIGP and NASPO codes of conduct.
• Knowledge of available vendors and current prices.
• Knowledge of federal, state and city purchasing laws and regulations.
• Knowledge of budgeting and accounting practices.
• Demonstrated ability to design and deliver procurement training programs.
• Skill in data analysis, contract performance metrics, and procurement trend reporting.
• Skills in performing basic mathematical calculations.
• Skills in the training and supervision of personnel.
• Skills in the operation of standard office equipment.
• Skills in oral and written communication.

SUPERVISORY CONTROLS
The Chief Financial Officer assigns work in terms of department goals and objectives. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
 
 GUIDELINES
 Guidelines include city ordinances, state and federal procurement laws, Georgia public works and professional services requirements, federally funded procurement     requirements where applicable, and city policies, SOPs and department procedures.   These guidelines require judgment, selection, and interpretation in application.  This position develops department guidelines.
 
 COMPLEXITY/SCOPE OF WORK

• The work consists of varied management and coordination duties.  The variety of goods and services, strict regulations, and strict timelines contribute to the complexity of the position.
• The purpose of this position is to manage city contractual service activities. Successful performance helps ensure the quality and cost-effectiveness of goods and services purchased by the city.

CONTACTS

• Contacts are typically with co-workers, elected and appointed officials, department heads, other city employees, vendors, contractors, other purchasing professionals, and the general public.
• Contacts are typically to give or exchange information, provide services, negotiate or settle matters and resolve problems.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light and heavy objects.
• The work is typically performed in an office.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in public administration, business administration, finance, procurement, contract management, law, or a related field.
• Five years of progressively responsible experience in procurement, contract administration, vendor management, or public-sector purchasing.
• Professional procurement or contract management certification (e.g., NIGP-CPP, CPPO, CPCM) is preferred and required within 18 months of appointment.
• Local government experience preferred.
• A comparable combination of education and experience may be substituted for the minimum qualifications.