This is responsible and technical work involving multiple phases of administration, monitoring, reporting, and processing of contract renewals, vendor insurance tracking and purchasing card programs. Bargaining unit position.
Nature Of Work
An employee in this class is responsible for performing tasks of average difficulty involving administration and monitoring of purchasing card programs, monitoring and managing total flow of the contract renewal process for bids and Requests for Proposals (RFP)’s through Budget Office Transmittal (BOT) and/or resolution process, and verifying vendor insurance utilizing insurance tracking software and ensuring compliance with contractual requirements Under general supervision, employee receives most assignments either orally or in rough draft, necessitating exercise of reasonable initiative and independent judgement in establishing priorities, determining contractual requirements, assuring timely completion of each assigned task, or interpreting procedures, rules, and regulations. Work is reviewed while in progress and upon completion through observation, reports submitted, and results obtained.
Examples of Duties
Establishes and maintains files, control logs, and other correspondence to ensure accurate and complete record keeping of renewals and non-renewals, insurance coordinates through and with the Minority Business Development Department to ensure vendor compliance throughout the renewal period. Prepares and pre-approves vendor requested contract escalations based on Consumer Price Index (CPI) and Producers Price Index (PPI) and submits to Director of Purchasing for final approval. Reviews and processes insurance updates and certificates of insurance throughout the contract renewal period; coordinates updates with Human Resources/Risk Management. Generates and provides sub-summary reports to management to facilitate interdepartmental compliance to include: default and/or contract expiry; vendor contract review; and insurance expiration. Responsible for maintaining the contracts management report database. Coordinates Purchasing Card Program; receives and reviews requests for additional cards; updates card holder information; administers training programs for program users, ensuring users have knowledge of program rules and regulations; monitors cardholder accounts for compliance with policy; notifies cardholders and department reconcilers on non-compliance issues; reconciles card accounts monthly and forwards to accounts payable for payment to bank. Runs additional reports and file maintenance as continual duties; responsible for the general maintenance and smooth flow pertaining to communications, contractual obligations and contract renewal services. Performs related work as required.
Knowledge, Skills & Abilities
Considerable knowledge of: City of Tampa contract processing and renewals; city operating and purchasing policies and processes; standard forms and documents used in calculating CPI and PPI.
Working knowledge of: basic accounting and bookkeeping procedures, methods, and terminology; basic computer record keeping principles and practices.
Ability to: collect and analyze data and draw sound conclusions; prepare and present oral and/or written reports; establish and maintain effective working relationships with fellow employees, vendors, and the general public; read, understand and interpret contracts, project manuals and proposals; compile and present clear, concise reports orally and in writing; maintain records and files.
Graduation from an accredited college or university with an associate’s degree in a legal field, business administration, or a related field and one (1) year of experience in contract writing, insurance, legal office work or related experience; or an equivalent combination of training and experience.
Licenses or Certifications
Possession of a valid driver’s license required.
Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.