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Contract Administrator

OFFICIAL TITLE: Contract Administrator CODE: 5691 SQ/OQ: Optimal Qualified
WORKING TITLE: Contract Administrator GRADE: 20 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction of the Team Leader, Procurement Unit, the Contract Administrator will serve as the primary contact with internal and external parties in relation to contract management, compliance, and issues for the full term of the contract. Prepares, examines, analyzes, and revises contracts that involve the purchase or sale of goods or services such as equipment, materials, supplies, products or services.
KNOWLEDGE, SKILLS, AND ABILITIES: Thorough knowledge of Request for Proposal (RFP), Invitation For Bids (IFB), and contract processes. Considerable knowledge of procurement in the public sector, preferably in Maryland school districts. Demonstrated skill in systems administration of online data systems, contract management/tracking systems, and database management. Demonstrated proficiency using standard office software applications as well as automated financial systems. Ability to read and understand contracts as they relate to goods and services. Ability to plan, prioritize, and problem solve using organizational and planning skills with attention to detail and follow through. Highly organized and capable of maintaining both electronic and paper database/filing systems for easy retrieval of information and documents. Excellent attention to detail with the ability to spot errors and inconsistencies. Ability to work in a diverse organization and interact with a variety of contractors and community representatives. Demonstrated skill executing and managing contracts, Effective written and oral communication skills using interpersonal and communication skills including tact and diplomacy. Ability to maintain confidentiality of work related information, as necessary. Ability to acquire knowledge of and meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Bachelors degree with course work in business administration, procurement, law, supply chain management, accounting, or a related field preferred. Paralegal experience desired. Three years experience in public procurement field, in a public school system preferred. Experience managing contracts and is familiar with legal requirements and terms of use desired. Other combinations of applicable education, training and experience, which provide the knowledge, abilities and skills necessary to perform effectively in the position, may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: Must possess or obtain certification as a Certified Professional Public Buyer (CPPB) from NIGP, within the first year in the position.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) None
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Occasional evening work, ability to use personal car to attend meetings


Note: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or ability associated with this classification in every office, but is intended to accurately reflect the core job elements.)

Collaborates with the buyers to procure services or products, monitor performance and resolve disputes.

Assists in the preparation and revision of contracts that involve the purchase of goods and services

Ensures contract conditions and pricing are accurately executed and satisfied.

Performs quality satisfaction surveys regarding products and services.

Reports status of current contract processes to management,

Assists in the follow-up of receipt of guaranteed contractual payments.

Obtains a contractor report documenting all MCPS or interagency purchases used by the receiving department and verifies customer satisfaction with the supplier and contract details.

Assists staff in resolving contract conflicts.

Prepares contract revisions summarizing contractual requirements and budgets.

Tracks authorizations and correspondence.

Maintains detailed and organized files for each contract. Each file will include original contract, all correspondence, changes/deviations, amendments, clarifications, and payment schedules.

Prepares contract change notices, monitors contractor performance, including the reporting and status of contractor deliverables.

Prepares and disseminates information to appropriate staff regarding contract status, facilitate contractor meetings.

Ensures contractor is in compliance with legal requirements, owner specifications and government regulations, i.e. certificate of insurance, data sharing agreements, contractor obligation process for SPED RFPs, etc.

Tracks payments and deadlines.

Provides contract summaries and ensure contract execution in accordance with MCPS policy

Reviews the MCPS transparency database to ensure appropriate Board of Education spending authority is approved.

Maintains signed copies of individual school student photography contracts.

Maintains contract copies by fiscal year signed by the director of the Department of Materials Management

Manages the W-9 process between the Procurement Unit and the Division of Controller.

Recommends incorporating more contract efficient and effective bidding practices, such as combining certain solicitations bid to the same vendor pool.

Performs related duties consistent with the scope and intent of the position.

Class Established: 7/2017
Date(s) Revised:
Last Reviewed:

This description may be changed at any time.

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