UTILITIES ASSISTANT BUDGET & CONTRACT MANAGER

City of Plantation; Plantation (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

The City of Plantation's Utilities Department seeks an exempt professional to assist the Utilities Budget and Contract Manager in budgeting, procurement, contract administration, and financial operations. This role supports five-year capital planning, expenditures, and oversight of vendor relations and compliance with laws and policies.

Responsibilities include preparing reports, maintaining contract records, processing invoices and purchase orders, and coordinating procurement for

Qualifications

• Bachelor's degree in Public Administration, Business Administration, Finance or related field; 2 years procurement experience in public sector preferred.
• Experience in developing specifications for complex equipment acquisitions and construction contracts.
• Knowledge of government accounting, budgeting, auditing principles.

Responsibilities

• Assist in budgeting, procurement and contract management.
• Support five-year capital improvement planning and annual expenditures.
• Procurement of materials, services and equipment for the department.
• Assist in grant applications and documentation when applicable.
• Handle accounts receivable, billing and departmental financial operations.
• Prepare and distribute monthly revenue and expenditure reports.
• Maintain contract and agreement databases for accuracy and renewal terms.
• Provide direction to clerical staff for invoices, purchase orders, and requisitions.
• Ensure compliance with city code and procurement policies; review procurements by designees.
• Review and approve departmental bids and prepare memos for Council authorization.
• Assist with general support to Utilities Budget and Contract Manager.
• Perform other related duties as required.

Skills

Critical thinking

Administrative analysis

Budgeting principles

Data processing

Funding process

Budget procedures

Financial analysis

Independent judgement

Office practices

Bid process

Property control

Regulatory laws

Contract administration

Procurement

Interpersonal skills

Education

Bachelor's degree in Public Administration or related field

Tools

Microsoft Office

Job description

This is an exempt position that is under the direct supervision of the Utilities Budget and Contract Manager. This position is professional work in the Utilities Department responsible for overseeing various administrative functions within the Departments procurement, inventory and contract section. Employee in this position assists the Utilities Budget and Contract Manager in the the department’s budgetary needs, various office processes and assists in carrying out required administrative operations. In addition, this position may be responsible for procuring or coordinating the procurement of architectural and engineering services, construction, technology, supplies and professional services required by the Utilities department in accordance with all applicable federal, state and local laws, ordinances rules and regulations policies and procedures. Employees are assigned duties to assist the Utilities Budget and Contract Manager with tasks such as budget management, operational planning, expenditure control, purchasing and inventory oversight.

The employee works within departmental policies and procedures, however, exercises independent judgement in the application of specialized knowledge of financial and administrative processes. May provide direction for clerical staff who assist in various phases of the section’s operations. Work is performed under the general supervision of the Utilities Budget and Contract Manager who reviews work through observation and personal conferences for attainment of desired program results.

Employees are hired as AT WILL employees that serve at the pleasure of the City and may be terminated at any time with or without cause.

Responsibilities

• Assist the Utilities Budget and Contract Manager in the management of Departments budget, procurement and contractual needs.
• Assist the Utilities Budget and Contract Manager in the Department's five-year capital improvement plan, monthly and annual expenditures.
• Assist the Utilities Budget and Contract Manager in the procurement of material, services and equipment for the Department.
• Assist the Utilities Budget and Contract Manager with the management of grant applications and documentation when applicable.
• Assist the Utilities Budget and Contract Manager in the day financial operations of the Department such as processing accounts receivables, billing and recording for multiple sections within the Department
• Compiles, prepares, analyzes and distributes various special reports (i.e., monthly revenue and expenditure reports) for the Department.
• Assists with maintaining the Department's database of contracts and agreements for accuracy, requirements, renewal terms, etc.
• May provide direction to clerical personnel engaged in the preparation of invoices and billing for equipment or services, issuance of purchase orders and requisitions, reconciliation of computer reports and related clerical activities.
• Assists the Utilities Budget and Contract Manager in contract dispute resolution, when situation rises above the normal contract administration duties of a departmental representative.
• Monitors and audits adherence to contract provisions for the purpose of ensuring full receipt of deliverables and maximum value to the City prior to payment authorizations.
• Assists the Utilities Budget and Contract Manager to ensure contractors performance is in accordance with the terms and conditions of the contracts/agreements, including providing proof of license, registrations, certificates, bonds, insurance and other financial assurances and guarantees.
• May analyze financial, procurement and administrative procedures for simplification and improvement of efficiency.
• Analyzes purchase orders to determine requirements.
• Maintains records and submits reports on the status of work projects.
• Assist the Utilities Budget and Contract Manager to ensure compliance with City code, procurement policies and procedures by reviewing and monitoring procurements conducted by any designee, department or official.
• Reviews and approves departmental bids (including telephone/fax bids, written format and informal bids, and items requiring council approval).
• May prepare requests/memos for Council Authorization.
• Provides general assistance to the Utilities Budget and Contract Manager.
• Performs other related duties as required and as directed.

Skills & Knowledge

• Skill in critical thinking for issues resolution and process improvement recommendations.
• Knowledge of principles, practices, procedures and techniques of general management and administrative analysis.
• Knowledge of modern budgeting principles and practices.
• Knowledge of data processing applications as they relate to accounting.
• Some knowledge of the funding process in a municipal environment as related to budgeting, cost accounting, financial planning and management.
• Some knowledge of budgetary procedures and practices and ability to apply such to the City’s budgeting system.
• Ability to perform financial analysis and evaluation of budget requests to make appropriate recommendations for budget preparation and monitoring.
• Ability to exercise independent judgement and solve complex problems.
• Considerable knowledge of office practices and procedures, ability to operate office equipment, computers and office software system.
• Some knowledge of the formal and informal bid process.
• Some knowledge of principles, techniques and industry standards as applied to municipal property control and management.
• Some knowledge of applicable federal, state and local regulatory laws, standards and requirements regarding contract administration.
• Some knowledge of the principles and practices utilized in contracts' administration for procurement of public sector services and commodities.
• Skill in adapting to a changing work environment, competing demands and ability to deal with frequent change, delays or unexpected events.
• Skill in working independently and following through with assignments with minimal direction.
• Ability to operate a computer using Microsoft Office products (Word, Outlook and Excel, Access and Power Point) and applicable organizational software.
• Ability to articulate, demonstrate and train others concerning current laws, standards and best practices as applied to contract administration.
• Ability to exercise sound judgement and maintain confidentiality regarding critical and sensitive information, records and reports.
• Ability to establish and maintain effective working relationships with general public, co-workers, elected and appointed officials, and members of diverse cultural and linguistic backgrounds regardless of race, color, religion, age, gender, ethnicity, disability, sexual orientation, marital status or political affiliation.
• Possess integrity and a high sense of personal and professional ethics.

Education and Experience

Bachelor's Degree in Public Administration, Business Administration, Business Management, Finance or Public Finance or related field from an accredited college or university and Two (2) years’ procurement experience in a moderate to large-scale public sector institution, with some experience in developing specifications for complex equipment acquisitions and complex construction contracts preferred. Possess some experience in government accounting, budgeting, internal and external auditing work. Additional qualifying experience may be substituted on a year-for-year basis for the required education. An equivalent combination of education, experience and training may be considered.

Work is performed in an office environment and may require travel from site to site.