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Contracts Coordinator #2301-238900-01

Engineering & Operations Division

Date Opened
Thursday, January 19, 2023 5:00 PM
Close Date
Thursday, February 02, 2023 11:59 PM
Section
Charlotte Department of Transportation
Salary
  • $58,219.00 - $72,773.00/year
Employment Type
  • Full Time

Overview

The City of Charlotte is the largest municipality in North Carolina and the 17th largest city in the United States, with a total population of more than 872,498 citizens. A major commerce center, Charlotte hosts several of the nation’s largest banks and technology companies.

Also known as the Queen City, Charlotte is home to the Carolina Panthers, the Charlotte Hornets and the NASCAR Hall of Fame. We work hard to ensure that the community will be a winning city for everyone – a truly remarkable place to live, work, learn and play. Join us in helping to keep our City thriving, ensuring upward mobility and advancement in the workplace.

Summary

This position provides contracts administration and business analysis for the CDOT Engineering & Operations division. This position is responsible for facilitating contract administration for the division and presenting division management with data and analyses to assess business processes and facilitate informed decision-making. This position reports to the HR & Administrative Manager within the Engineering & Operations Division. The position collaborates to identify problems, suggests and implement solutions, and document procedural changes.

Major Duties and Responsibilities

  1. Lead administration of contracts for the Engineering & Operations division, including but not limited to: identifying contract needs for material goods; preparing procurement and contract-related documents; collaborating with stakeholders to develop the scope of services or projects, specifications, scopes, timelines, etc.
  2. Provide support to Engineering & Operations project managers to administer service and construction contracts; prepare contract-related documents; collaborate with stakeholders to develop scope, specifications, timelines, etc.
  3. Oversee contractor performance in accordance with contract terms, conditions, and specifications and present discrepancies to key stakeholders to research and resolve discrepancies. Coordinate and collaborate with contracted vendors and project managers.
  4. Administer various contract documents such as amendments, renewals, solicitations, price sheets, material changes, etc.
  5. Attend and facilitate meetings as required, including but not limited to: Procurement and Contract-related meetings, City Council meetings, City Travel Coordinator, Purchase Card Administrator, Finance Liaison, and CDOT Finance.
  6. Perform additional duties as required.

Knowledge, Skills & Abilities

  • Know public contracts administration and municipal procurement process, including but not limited to construction, services, and commodities.
  • Know research methods, mathematical principles, and statistical techniques to develop benchmarking standards, performance, or production indicators. 
  • Knowledge of relational databases and front-end/back-end database structures with a thorough understanding of programming structures and functionality. Includes: Microsoft Access, Microsoft Reporting Services, Seagate Crystal Reports, and SQL.
  • Skilled in collaboration and problem-solving; identify problems and recommend solutions. 
  • Skilled in time management and organization, such as effective planning and prioritization and great attention to detail.
  • Ability to perform challenging technical calculations and forecasts; develop queries and reports using a relational database; prepare estimates and compile operational data and statistics. 
  •  Ability to identify and correct inaccurate or inconsistent data; confer with team members to research and resolve errors; adjust and confirm changes as necessary to ensure data integrity. 
  • Can analyze complex data and present concepts through spreadsheets, charts, and graphs and use software such as Microsoft Excel or Access.
  • Operate standard office equipment such as computer, telephone, photocopier, filing system, fax machine, and software such as Microsoft Office Suite.
  • Maintain organized detailed records, including hard copy and electronic, following Department, City, and regulatory record-retention protocol. 
  • Able to use a work order management system and the City's procurement system ( CityWorks & Munis.) 
  • Ability to contribute to workflow/business processes and procedures by providing input and maintaining documentation of approved changes. 
  • Work on multiple projects concurrently and meet deadlines.
  • Ability to carry out assignments using initiative and general instruction and use independent judgment and initiative in daily work. 
  • Communicate effectively orally and in writing with individuals at all organizational levels. 
  • Establish and maintain effective working relationships with a diverse workgroup, including employees, other staff or teams, vendors, contractors, customers, and citizens. 
  • Can obtain a City Driving permit at the time of hire. 
  • Assist with answering phones and other duties as assigned

Preferred Qualification

  • Experience with local government contract administration, including material pricing contracts and service or construction-related contracts, work order management systems, inventory, and procurement or financial tasks. 
  • Coursework or direct work experience performing contracts administration; analytical tasks, such as forecasting, modeling, or cost estimating.
  • Experience using Munis or ERP system, including but not limited to: contracts entry, vendor management, contract amendments, reports, etc.
  • Experience Identifying trends and developing benchmark standards to measure performance targets; forecast based on historical to identify areas of improvement/optimization. Work directly with supervisor to define targets and implement the procedure.

Minimum Qualifications

  • Associate's Degree and three (3) years of relevant work experience
  • Bachelor's Degree and one (1)  year of relevant work experience
  • An equivalent combination of education and relevant experience that provides the necessary knowledge, skills, an abilities to successfully perform the essential job duties

Salary

  • $58,219.00 - $72,773.00 / Year; Commensurate with experience

Conditions of Employment

The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate’s written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.

The City of Charlotte is an Equal Opportunity Employer.

As of October 1, 2021:

The City of Charlotte requires proof of COVID-19 vaccination as a condition of employment for all new City of Charlotte employees.

The City is an Equal Opportunity Employer, and as such, will consider reasonable accommodations as required by law


How To Apply

Apply online.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.

Anyone seeking an accommodation to apply for a job may call (704) 336-2285 for assistance or you may email questions to CityHrJobPostingsNotify@ci.charlotte.nc.us.

Benefits

The City of Charlotte provides a comprehensive benefits package to all employees.

Click here to learn more about the City of Charlotte’s benefits.

The City of Charlotte is a drug and alcohol-free workplace.

In Conclusion

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