FirstBank Jobs

Description JOB SUMMARY Manages the contract administration process for the procurement and execution of contracts for equipment, materials, supplies and services that support Operation & Maintenance (O&M) and other departments throughout the District to ensure consistency in the adherence to District policies and procedures. Manages other contract administration support personnel to ensure consistent service to ensure continuous operations. Works closely with O&M, Finance, Purchasing, Legal and other departments to ensure that all O&M contracts are procured within the policy and legal guidelines of the District. Works to bring continuous improvement to the contract administration process to maintain and improve the level of service provided to support O&M and the District. ESSENTIAL FUNCTIONS - Oversees contract administrators that support operations in developing and managing contract and procurement initiatives for goods and services and ensures proper execution of procedures throughout the life cycle of these contracts. - Responsible for the creation and maintenance of policies, procedures and workflows used to facilitate the procurement and contract administration process. - Responsible the contract administration process from proposal creation to collaboration with others in negotiating terms and conditions of contracts. Presents and explains contract conditions and details to relevant involved internal departments, external stakeholders and assists the appropriate Director with contract recommendations to Board of Trustees for approval. - Manages procurement processes, timelines and budgets to ensure that contracts and services for budget centers are uninterrupted. - Ensures that proper documentation of receipt of goods and services is accomplished consistently to support Purchasing for payment, and that costs are applied to appropriate assets in the Computerized Maintenance Management System (CMMS). - Collaborates with Purchasing on contract proposals and procurement initiatives. - Works with Legal, Purchasing and all relevant involved teams to ensure contracts are following internal and external policies and procedures. - Maintains current contracts, updates existing contracts when legal changes are made, or policy changes are implemented. - Monitors all contract deadline and conditions to ensure timelines are kept and all relevant payments or information has been met. - Works with staff to monitor contract expenditures and inform management of potential cost overages. - Works with Contract Compliance when issues arise with contractors or suppliers. - Reviews and as necessary prepares high-level summary documents including Resolution Requests for the Board of Trustees, contract history, recommendations and proposed outcomes. - Provides guidance and oversite of budget as it relates to contracts. - Leads continuous improvement projects on procurement and plant warranty processes and procedures. - Evaluates current resource capabilities and capacities against existing workloads and projects these conditions into the future to determine appropriate resources and skill levels required to meet the department's annual work plan and objectives. - Evaluates and appraises the performance of employees by setting up standards of performance, in accordance with the District's performance management system and checking work in process. - Performs other duties of a similar nature as may be required. MINIMUM JOB REQUIREMENTS EDUCATION Candidate must possess a Bachelor's degree, preferably in Purchasing, Supply Management, Finance, Business Administration, Business Management or a closely related field. EXPERIENCE Candidate must possess five (5) years of experience in contract management and/or procurement. Experience must include two (2) years of in