CONTRACT ADMINISTRATION MANAGER

City of Poulsbo; Poulsbo (WA); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

City benefits

Job summary

The City of Poulsbo is seeking an experienced financial and program analyst to support the Public Works Department. You will prepare and manage financial and budget reports for capital projects, coordinate with grants and consultants, and support property acquisition and contract administration.

You will ensure procurement compliance with state and federal rules, track performance measures, and provide confidential executive support.

Qualifications

• Bachelor’s degree or equivalent from an accredited college or university in public administration, business, planning, engineering, or a related field.
• Four (4) years of progressively responsible experience supporting or delivering capital projects, including administration of grants, agreements, and/or property acquisitions.
• Proficiency with standard office software and the ability to learn and effectively use City and department computer systems.

Responsibilities

• Primary liaison with the finance department related to budget and project documentation, reporting, forecasting and cashflow.
• Conduct routine research and financial analysis, problem solving with critical thinking and prepare technical correspondence.
• Support and/or lead the acquisition of property for capital projects, including developing procedures, coordinating with right-of-way consultants and other agency staff, processing payments, managing property records and communicating with property owners, consultants, and agency staff.
• Establish and utilize processes and procedures for the administration of grants to ensure compliance and reporting of applicable grant requirements.
• Support the oversight of consultants and contract administration including assisting with contract preparation including preparation of scope, evaluating invoices for completeness and accuracy; processing invoices and contract changes; researching and reconciling invoices and billing discrepancies.
• Develop and utilize tools for reporting and tracking issues and information such as agreements, contracts, grants and property records; provide document control and records management of physical and electronic files as required to meet local and federal requirements.

Skills

Budgeting

Financial analysis

Grant administration

Contract administration

Report writing

Education

Bachelor’s degree in public administration or related field

Tools

Excel

Office software

Job description

Position Overview

This position manages and prepares financial and budget reports in support of capital projects and programs. This includes conducting research, data and financial analysis, tracking of project commitments, coordination with consultants and grant funding agency staff, support to property acquisition, document control and management, contract preparation and management support, support to establishment and tracking of performance measures, support to project and implementation of the department’s project process. Ensures that Public Works Department procurement and bidding is done in a manner that meets all state, federal and local laws, ordinances, rules and regulations; to administer the City’s Public Works routine purchase programs and contracts; to administer bid processes, conduct bid comparisons, draft bid summaries, and process contracts.; and performs a variety of tasks in support of the Public Works Director, City Engineer, engineering managers, project managers and other City departments as needed.

This position is responsible for providing confidential and highly complex and technical administrative support for the Public Works Department and the department director, including office management activities and coordinating support to the programs, projects and staff on the department's executive team.

Supervisory Responsibilities

Receives direction from assigned management staff. This position may supervise other staff members.

Job Duties:

• Primary liaison with the finance department related to budget and project documentation, reporting, forecasting and cashflow.
• Conduct routine research and financial analysis, problem solving with critical thinking and prepare technical correspondence
• Support and/or lead the acquisition of property for capital projects, including developing procedures, coordinating with right-of-way consultants and other agency staff, processing payments, managing property records and communicating with property owners, consultants, and agency staff.
• Establish and utilize processes and procedures for the administration of a variety of grants to ensure compliance and reporting of applicable grant requirements. ?Prepare materials and documents necessary to obligate grant funds.
• Support the oversight of consultants and contract administration including assisting with contract preparation including preparation of scope, evaluating invoices for completeness and accuracy; processing invoices and contract changes; researching and reconciling invoices and billing discrepancies.
• Develop and utilize tools for reporting and tracking issues and information such as agreements, contracts, grants and property records; provide document control and records management of physical and electronic files as required to meet local and federal requirements.
• Work directly with project managers and other agency staff to support project delivery and compliance with local, state and federal requirements including utilization of WSDOT’s Local Agency Guidelines (LAG), program new projects to and prepare documents for modifications to the State Transportation Improvement Plan (STIP).
• Provide project support for financial reporting, including cost estimating, budget to expenditure reporting, cash flow history, and providing information to auditors.
• Support the overall delivery of capital projects including leading or supporting continuous improvement, documenting of policies and procedures, tracking and monitoring of performance measures related to capital project delivery.?Review and edit requests for proposals, requests for qualifications and bids developed by City employees; provide technical assistance, training, boilerplate change approval, scheduling and advertisement development.
• Assist in complex competitive bid processes; may assist in the drafting of bid documents and contract specifications; may administer and take on responsibility for certain phases of these bid processes; advertise for bids; analyze and summarize bid results; assist in formulating bid recommendations and awards, establishment of escrow accounts and disposition of bid bonds and security deposits; prepare bid reports, formal bid openings.
• Coordinate with staff and suppliers/contractors to ensure proper documentation is provided or maintained (i.e. insurance, bonding, prevailing wages), current labor rates are used; serve as purchasing liaison with government agencies to ensure approved changes are implemented, current labor rates are used and company/contractor debarment status are up-to-date; complete project close out paperwork with State agencies.
• Manages Public Disclosure requests for the department.
• Handles administrative details on behalf of the director, exercising considerable judgement and applying experience in decision making; signs routine documents and screens and routes incoming correspondence, indicates action required and monitor for follow up; oversees and maintains calendars, arrangement of appointments, meetings and special events for governance functions.
• Establishes policies and procedures; coordinates and implements department-wide processes and procedures; interprets and communicates policies and procedures.
• Follows up and monitors workflow and deadlines on behalf of department director; coordinates special projects; exercises signature authority on administrative matters.
• Participate in emergency response and disaster recovery activities as assigned. All employees may be required to perform emergency response duties and support the City's emergency operations during local emergencies or disasters.
• Contribute to a workplace culture that promotes respect, professionalism, collaboration, and dignity in interactions with colleagues, elected officials, contractors, business partners, and members of the public.

Knowledge, Skills, & Abilities:

• Knowledge of the concepts, principles, and techniques of infrastructure project delivery and public works contracting.
• Knowledge of the principles and requirements of the Washington State Department of Transportation (WSDOT) Local Agency Guidelines (LAG) Manual.
• Knowledge of best practices for managing, tracking, and administering grants, including invoicing, document control, and reimbursable expenses.
• Knowledge of basic property acquisition procedures and the principles of the Uniform Relocation Assistance and Real Property Acquisition Policies Act (URA).
• Knowledge of the proper layout, organization, and grammatical accuracy of reports and correspondence.
• Knowledge of the principles and procedures of recordkeeping and document control.
• Knowledge of basic legal agreements, including contract terms, conditions, and requirements.
• Knowledge of financial, mapping, and other computer-based data systems.
• Knowledge of research methods and techniques.
• Knowledge of basic mathematical principles and their application to contract administration, budgeting, and financial tracking.
• Knowledge of applicable federal, state, and local laws, regulations, policies, and procedures.
• Knowledge of advanced public contracting principles, practices, and procedures.
• Skill in preparing, organizing, reviewing, and proofreading reports and correspondence for accuracy, clarity, and professionalism.
• Skill in managing, tracking, and administering grants, including invoice processing, document control, and reimbursement tracking.
• Skill in maintaining accurate records and ensuring proper document control.
• Skill in using financial, mapping, and other computer-based data systems to track and manage contract and project information.
• Skill in researching and interpreting applicable regulations, policies, procedures, and contractual requirements.
• Skill in performing mathematical calculations related to budgets, expenditures, contract costs, and grant reimbursements.
• Skill in applying public contracting principles and procedures to procurement and contract administration activities.
• Skill in communicating effectively and professionally with customers, contractors, consultants, staff, and other stakeholders.
• Ability to interpret and apply WSDOT Local Agency Guidelines and applicable federal, state, and local requirements.
• Ability to administer public works contracts and infrastructure projects in accordance with established policies, procedures, and contractual obligations.
• Ability to manage grant funding, monitor expenditures, verify invoices, and ensure compliance with reimbursement requirements.
• Ability to understand and apply basic property acquisition procedures and requirements.
• Ability to review, interpret, and administer legal agreements and contractual documents.
• Ability to maintain complete, accurate, organized, and accessible records in accordance with applicable requirements.
• Ability to conduct research, analyze information, resolve issues, and identify appropriate solutions.
• Ability to educate and inform personnel on purchasing policies, procurement procedures, and contract administration requirements.
• Ability to provide customer-focused service through effective communication, professional interpersonal relationships, and problem-solving.
• Ability to maintain regular, reliable, and punctual attendance during scheduled work hours to support departmental operations.

Working Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Work is primarily performed in a climate-controlled office environment with low noise levels, and occasional field site visits.
• This work involves interruptions and pressure to meet strict deadlines, which may require work outside of defined hours.
• Attendance at meetings may require working evening hours.
• This position requires extensive reading and involves repetitive motion tasks.

Physical Requirements:

The physical attributes described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Sitting and/or standing for extended periods of time.
• Walking for short distances.
• Reaching, handling and grasping documents, binders, folders and books.
• Clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately both in person and remotely.
• Repetitive motions for computer and telephone use.
• Exertion of force up to 15 lbs. frequently to lift/carry/move objects, files, and other materials.
• Ability to use a computer and other office equipment for extended periods, review and analyze written and electronic documents, maintain visual attention to detail, and perform tasks requiring manual dexterity and coordination.
• Ability to organize, retrieve, and transport files and records.
• Participate in meetings and communicate with staff, contractors, consultants, and the public.
• Travel to project sites or other work locations as needed to perform essential job functions.

Minimum Qualifications:

• Bachelor’s degree or equivalent from an accredited college or university with major course work in public administration, business, planning, engineering, or a related field; and
• Four (4) years of progressively responsible experience supporting or delivering capital projects, including administration of grants, agreements, and/or property acquisitions and performing analytical work; and
• Proficiency with standard office software and the ability to learn and effectively use City and department computer systems.
• An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

Preferred Qualifications:

• Experience working in a municipal government or other public-sector environment.
• Experience supporting or delivering capital projects, including project administration, grants, agreements, contracts, property acquisition, or related activities.
• Experience performing analytical work related to capital projects, grants, agreements, property acquisition, budgeting, or other project related functions.
• Project Management Professional (PMP) or Certified Associate of Project Management (CAPM) issued by the Project Management Institute, or the ability to obtain the Certified Associate of Project Management (CAPM) within six (6) months of hire.

Schedule:

Typical business hours are Monday-Friday from 8am-4:30pm. This is an exempt position with a 40-hour work week. Work demands may require more than forty hours per week to meet deadlines. Occasional early morning, evening, and weekend meetings or events may occur. This position is considered essential and will require an on-site presence. Alternative work arrangements may be available as decided by the City Administrator.

Driving and Travel:

Driving would typically be less than 5 hours a work week. Travel is required to visit other work sites in the area and to attend meetings, training courses, and/or conferences as needed. Overnight travel is possible a few times per year, typically for annual conferences that relate to the position.