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Contracts Administrator
4 months ago
**Job Number**:394022**
**Description**
JOB ANNOUNCEMENT
- Contracts Administrator, SR - $129,936.00
- Chicago Department of Aviation
- Contracts Division
**Number of Positions: One (1) **(Additional vacancies possible pending budget approval)**
**ESSENTIAL DUTIES**
- Implements procurement and delegate agency contracting policies and procedures.
- Assigns and reviews the work of staff to ensure compliance with standards and procedures established by the Department of Procurement Services (DPS).
- Directs research and development of end user requirements and specifications for Requests for Proposals (RFPs) and bids to be advertised.
- Directs staff in working with department managers to draft contract specifications, compile contract documents and negotiate terms and conditions with vendors, when applicable.
- Negotiates or drafts contracts for professional services evaluation committees.
- Drafts evaluation criteria for RFP evaluation committees.
- Serves as a voting member of evaluation committees for department specific and citywide RFPs.
- Oversees the negotiation and monitoring of disadvantaged, minority and women owned business enterprise (DBE/MBE/WBE) programs.
- Supervises staff responsible for the preparation, processing and compiling of delegate agency contracts.
- Maintains a contract database to manage the expiration and renewal of contracts in a timely manner to avoid service interruption to the department.
- Reviews completed contract packages for appropriateness, completeness, and conformance to established policies and standards and forwards to oversight departments for approval.
- Directs the review of bids submitted by vendors and the selection of the lowest responsible bidder.
- Confers with staff on the effectiveness of contract terms and conditions, renegotiates requested changes with vendors and prepares contract amendments.
- Represents the department on contracts, provides justification for non-competitive bid requests, and attends Non-Competitive Review Board (NCRB) meetings.
- Reviews, negotiates, and monitors contractual agreements to ensure the efficient acquisition of equipment, materials, products, and services for a department (e.g., non/construction, sewers, capital projects).
- Monitors vendor performance to ensure compliance with contract terms and conditions.
- Resolves vendor compliance issues and escalates to appropriate parties when necessary.
- Analyzes and evaluates bid specifications, tests, reports, and other relevant data.
- Monitors contract award process.
- Conducts research and benchmarking to identify contracting opportunities that will increase or improve department operating efficiencies Acts as a liaison to DPS, vendors and departments involved in the contract process to expedite or resolve problems.
- Confers with the Law Department, Risk Management and DoIT to ensure that specifications and contracts are consistent with City and State statutes, ordinances, and policies.
- Oversees the maintenance of contract records and files.
- Reports on the status of contracts and budgetary reports relative to contract spending.
- Prepares financial status reports for capital improvement projects.
- Prepares letters, memoranda and other correspondence or edits staff correspondence for submission to department executive staff.
- Develops, coordinates, and finalizes complex contractual funding and financing arrangements.
- Verifies the delivery and receipt of contracted products and services.
- Monitors staff productivity levels to ensure continuity of services and commodities for department operations.
- Attends and conducts pre-bid conferences, bid openings, delegate agency roundtables, and potential vendor site visits, as needed.
- Additional duties may be required for this position._
**Location**: Chicago Department of Aviation
**Days**:Monday - Friday
**Hours**:9:00 a.m. - 5:00 p.m.
**THIS POSITION IS EXEMPT FROM THE CAREER SERVICE.**
**Qualifications**
**MINIMUM QUALFICATIONS**: Graduation from an accredited college or university with a bachelor’s degree plus five years of work experience in the development, negotiation, and administration of procurement contracts; or an equivalent combination of education and experience.
**NOTE**:A valid State of Illinois driver’s license is required.***
**ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.**
**The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer.**
**City of Chicago**
- Brandon Johnson, Mayor
**Applications for this position will be accepted until 11:59 pm CDT on June 6, 2024.**
**Job Posting**: May 16, 2024, 12:00:00 AM | **Closing Date (Period for Applying) - External**: Jun 6, 2024, 11:59:00 PM
**Salary**: $129,936.00 **Pay Basis**:Yearly
