Department Purchasing and Contract Administrator

Strathcona County; Alberta; Hybrid; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Hybrid work program

Professional development

Job summary

Strathcona County is seeking a dedicated contract administrator to support Procurement and Contracts. The role focuses on capital projects, life-cycle and fleet procurement, and contract management in a 18-month temporary capacity.

You will lead under-threshold procurement, manage records, assist with over-threshold requests, and help develop contracts using County templates. A hybrid work arrangement is available.

Qualifications

• High School Diploma plus 5 years of related experience.
• Diploma or Certificate in Administration preferred.
• Minimum 3 years’ contract administration experience.
• Proficiency with Microsoft Office (Word/Excel/PowerPoint), SharePoint and Adobe Sign.

Responsibilities

• Lead under threshold procurement from initiation to completion including RFx prep, evaluation, and contract execution.
• Maintain records to track and analyze capital purchases.
• Prepare and submit procurement requests for over-threshold purchases and contract management.
• Assist in contract development using standard templates and third-party contracts.
• Ensure contract numbers are issued and stored in the contract vault.
• Adhere to internal procurement and contract development processes.

Skills

Contract administration

Procurement procedures

Microsoft Office

SharePoint

Data analysis

Communication skills

Education

Diploma in Administration

High School Diploma

Tools

Microsoft Office

SharePoint

Adobe Sign

Job description

Reporting to the Supervisor of Department Purchasing and Contracts, this position plays a key role in supporting the department with procurement and contract management. This includes being the contract administrator for capital construction projects, life cycle, operational contracts and Fleet procurement.

This posting is for 1 temporary full-time position up to 18 months

Key Responsibilities:

• Take a lead role in under threshold procurement process from initiation to completion, which includes: preparing RFx documents and sending them to potential respondents, managing the evaluation process by creating evaluation documents and tabulating scores, providing recommendations, arrange debriefs, and completing agreements
• Maintain accurate records to track and analyze capital purchases
• Prepare and submit competitive procurement requests to the corporate Procurement Services Branch for over threshold procurement and contract management
• Assist in contract development, including County standard form templates, third party contracts, and contract amendments
• Submit requests for contract numbers through the contract vault
• Adhering to our internal processes and forms for procurement and contract development relating to direct award procurement and Group Purchasing Organizations
• Prepare contract documents and ensuring required insurance and other supporting documents are received and routed through the required process, when required
• Provide support and maintenance of ongoing updates to the department's procedures and workflows
• Arrange for debriefs with vendors and stakeholders as needed
• Department contract management and follow up with the corporate Contract Management Branch to maintain the corporate contract vault
• Ensure all proper documentation is appropriately saved and updated
• Identify and resolve accounts payable issues and provide explanations on purchases

Qualifications and Skills:

• High School Diploma plus 5 years of related experience
• Certificate or Diploma in Administration (or a related field) is preferred
• A minimum of 3 years' experience working with contract administration
• Strong software proficiency with Microsoft Office computer applications (Word/Excel, PowerPoint, M365, SharePoint), and Adobe Sign.
• Strong knowledge of contract administration procedures and record-keeping
• Excellent knowledge of the procurement procedures, contract and claims management
• Experienced In the construction process and the use of related terminology
• Knowledge of Capital Assets
• Ability to analyze data and prepare recommendations
• Strong analytical and critical thinking skills
• Exceptional verbal and written communication skills with a high level of attention to detail

Who We Are:

Strathcona County is a specialized municipality located in the heart of Alberta. Our vision is to become Canada’s most livable community, where our workplace culture and identity are supported by our people plan and values of integrity, respect, safety, collaboration, and accountability.

Why Join Strathcona County: (depending on position)

• Competitive salary and comprehensive benefits package, which includes:
  • Extended health and dental coverage
  • Health and wellness spending account
  • Life and disability insurance
  • Retirement and pension programs
  • Earned day off program
  • Employee and family assistance program
• Commitment to employee development, through internal and external training and development opportunities
• Well-being programs and a safety culture focused on physical and psychological health in the workplace

Equivalencies of education and experience may be considered. This role may be eligible to participate in our hybrid work program.

This competition may be used to fill future vacancies for similar positions within the next 6 months.

Strathcona County is committed to an inclusive, respectful, and equitable workplace that represents the community we serve. We welcome applicants from all backgrounds who can contribute diverse perspectives and experiences.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.