Contract Administrator

As the Contract Administrator for the Inventory Standards and Support Services Division, the main purpose of this position is to administer all contracts managed by this division. This position will play an important role in the day-to-day operations of these critically important programs. The contracts include, but are not limited to, the Statewide Fuel Management Contract, Statewide Electronics Recycling Contract, and the Statewide Vehicle Auctioneering and Towing Services Contract. The total value of these contracts is over $100 million annually. The fuel contracts include the supply, delivery, repair and maintenance to over 120 consigned sites and over 500 bulk sites Statewide. This position will be responsible for ensuring that the contractors are in compliance with the terms and conditions as outlined for each specific contract. The Contract Administrator will have responsibility for supporting program leadership, drafting contract actions, proactively identifying and resolving contract related concerns, and leading Statewide communications with all stakeholders. The position will lead and/or assist with new business and task order proposals.  The position requires an in-depth knowledge of State contracting, with experience handling complicated programs. The Contract Administrator will be expected to work independently and see tasks through to completion. The ability to work a high volume of complex work, independently and with minimal oversight, while managing multiple priorities and maintaining a high level of customer satisfaction, is essential to success in this role.

Duties for this position include, but are not limited to:

• Perform analysis of the current Statewide Fuel Management Contract, which provides for the supply and distribution of various fuel products including motor fuels, heating oil, motor oil, and related products totaling over 22 million gallons a year. 
• Conduct initial conferences with the contractor to provide information and clarify specifications outlined in the contract.
• Use risk management techniques to establish a plan for monitoring contract performance and to provide appropriate insight into selected contractor systems and procedures. 
• Responsible for all aspects of contract management. 
• Draft contract documents in accordance with State Policies and Procedures. 
• Identify problems and communicate potential solutions. 
• Oversee day to day contract actions in fast paced environment. 
• Lead customer meetings and communicate with parties external to the organization. 
• Establish strong, positive relationships with customers. 
• Create/update Standard Operating Procedures, compliance reports, environmental management manuals, guidebook and training manuals. 
• Oversee contractors’ performance and address any concerns that the facilities may have. Resolve any concerns and questions about contractor’s schedule and performance with the facilities. Monitor contractors’ performance to see that the work is complete and performed on time. Review invoices to assure that the contractor charges only for the work it has performed. 
• Develop contingency plans to prevent any disruptions in fuel delivers. 
• Perform analysis of current Statewide Fuel Maintenance and Repair Contract that produces over 500 repair and maintenance tickets annually with an estimated value over $350,000. 
• Provide technical, planning and engineering support to assist stakeholders in fulfilling environmental adult responsibilities and safety and risk management. 
• Perform analysis of current Statewide Electronic Recycling Contract which provides for the pickup and disposal of over 7,000 pieces of electronic equipment and supplies at various locations throughout the State of Maryland annually. 
• Perform analysis of current Statewide Vehicle Auctioneering and Towing Services Contract which provide live auction services, simulcast live internet auction services and towing services for the disposal of approximately 1200 State of Maryland surplus motor vehicles and special purpose vehicles/equipment annually. 
• Other duties as required to support the goals of the office.

Experience: Nine years of experience in administrative staff or professional work.  One year of this experience must have involved one or more of the following:  the supervision of other employees, overseeing and coordinating the general operations of a unit, applying rules and regulations, or exercising responsibility for the development of policies or procedures. (**See Bachelor’s Degree substitution listed below, for the required experience.)

Notes:

1. Candidates may substitute the possession of a Bachelor's degree from an accredited college or university and five years of experience in administrative staff or professional work for the required experience.  One year of this experience must have involved one or more of the following:  the supervision of other employees, overseeing and coordinating the general operations of a unit, applying rules and regulations, or exercising responsibility for the development of policies or procedures.

2. Candidates may substitute additional graduate level education at an accredited college or university at the rate of 30 credit hours on a year-for-year basis for the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for-year basis for the required experience.

STATE OF MARYLAND BENEFITS