Contract Administrator

Hampton Roads Transit Norfolk, VA Full-time Finance

Posted on January 30, 2019

Position: Contract Administrator

Department: Finance/Procurement

Reports to: Director of Procurement

Salary Range: $57,910 - $73,835

The Contract Administrator performs work under the general direction of the Director of Procurement to assure the organization is performing at its optimal financial level with the necessary resources to achieve its intended outcomes with regards to contracts. The Contract Administrator is responsible for overseeing and reporting on contract activity for the agency. The Contract Administrator works in a team as well as independently, both with and without consultant support, and is seasoned in conducting results-driven complex data analysis. This position will work under limited supervision and work closely with Grants and Procurement Department management. The Contract Administrator will have strong analytical and problem-solving abilities, ability to work and interact with departments throughout the organization, and exceptional written and verbal communication skills.

Essential Job Functions:

(Duties listed are not intended to be all inclusive nor to limit duties that might reasonably be assigned.)

Performs an independent evaluation of internal procedures, controls and contract management to determine the adequacy, effectiveness and sufficiency to validate and verify that all work being performed is within the scope of the contract and that the Agency has received all required contract deliverables.
Works with different levels of personnel within the Agency to analyze and solidify an overall contract strategy.
Assists the Project Managers in reading and analyzing existing contracts, researching and preparing draft contract specifications, interpreting contract requirements, and recommending contract changes based on observable needs.
Monitors contract spending in both the Operating and Capital Budgets and ensure timely notification of anticipated overrun.
Maintains databases/spreadsheets with information on budgets and costs, projects, and capital budgets for the management of contracts and monitoring the status of contract budgets.
Ensures all agency contracts are associated with a valid Purchase Order.
Assists Project Managers with handling invoices to ensure that they relate back to the proper contract.
Monitors financial status and advises the Project Manager if contract performance is in jeopardy.
Assists in resolving any existing contract conflicts.
Ensure all deadlines and conditions described on contracts are met relative to funding and contract begin/end terms.
Communicate impact related to change orders and other contract modifications to Project Manager, budget department and grant accounting departments.
Ensure all deadlines and conditions described on contracts are met relative to funding and contract begin/end terms.
Monitor all contract deadlines and conditions to ensure timelines are kept and all relevant payments or information has been met.
Assist Procurement in identifying contract expiration and renewal dates.
Assist the Procurement Department with the year-end PO rollover activities.
Maintains constructive communications with personnel throughout the agency to coordinate activities and to resolve problems relative to contracts.
Attends meetings to observe process and interviews project staff to obtain information relative to procurement process and contract oversight.
Assist with the development of financial policies, including accounting, procurement, budget development and management relative to contract management.
Coordinates actions with procurement and legal teams, if needed.
Prepares and presents oral/written reports/recommendations within areas of assigned responsibility.
Manages records created and received in compliance with the Hampton Roads Transit Records Management Policy and Procedures.
Responsible for maintaining a general awareness of HRT’s EMS.
Responsible for handling all related job responsibilities in accordance to HRT’s Environmental Policy, relevant EMS Standard Operating Procedures, and Emergency Management Plan.
Responsible for ensuring employees in their respective functional areas have adequate training and tools necessary to meet the requirements of the EMS procedures and SOPs.
Responsible for observing and evaluating required EMS competencies among employees in their respective functional areas.
Prepare and/or coordinate with other departments any documentation required in support of the FTA triennial reviews, drug and alcohol audits, independent audits, state audits, EEO Program audit, etc.
All other duties as assigned.

Required Knowledge, Abilities and Skills essential to Job Functions:

Requires the ability to perform financial, statistical, comparative analyses of contract documentation and data and make sound conclusions and recommendations.
Perform accurate mathematical calculations.
Prepare clear, concise and complete reports and other written materials.
Ensure timely submission of required reports.
Establish and maintain effective working relationships with those contacted in the course of the work.
Able to multitask, prioritize, and manage time efficiently.
Communicate clearly and timely
Exercising sound independent judgment within established guidelines. Establishing and maintaining effective working relationships with those contacted in the course of the work.
Must be a strong team player and leader with excellent interpersonal and problem-solving skills. Possess excellent analytical and communication skills. Work and travel outside regular business hours may be required. Must have an in-depth understanding of concepts of business culture, systems, and processes, and must demonstrate the ability to develop such an understanding within and about HRT.

Required Software Knowledge and Skills essential to Job Functions:

Proficiency in using computer systems and the listed software applications associated with performance of assigned work is required. Basic problem-solving skills associated with software applications is expected. Software usage relevant to job duties will be evaluated.

Software applications:

Candidate must be proficient in MS Word, Excel, Outlook and PowerPoint.

Training and/or Education:

Minimum of a Bachelor’s Degree from an accredited four-year college or university in Accounting, Business Administration, Finance, Public Administration or other related fields.

Required Experience:

Minimum of five years’ work experience in procurement, accounting, budgets, or any combination within Finance.

Licenses or Certificates:

Virginia Driver’s License

Special Requirements:

This position is classified as non-essential personnel.

FLSA Status:

Exempt

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Unusual Demands:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work involves meeting multiple demands on a timely basis. Duties may require some seasonal overtime. Work and travel outside regular business hours may be required.