Contracts Administrator, Delaware Valley Regional Planning Commission

Posted by on April 23, 2012

Contracts Administrator
Philadelphia, PA

Posted April 12, 2012

OPENING DATE: March 2012
SALARY RANGE: High $40,000’s to High $50,000’s (position level and salary commensurate with education and experience)
LOCATION: Finance and Administration Division
CLOSING DATE: When position is filled
AREAS OF CONSIDERATION: All sources

Job Description

This is responsible administrative work in Contracts and Accounting. The Contracts Administrator participates in various stages of contract and grant development and the management of a database and other electronic records for the purpose of tracking and managing contract and grant obligations. The work requires assisting with the development of DVRPC’s annual Planning Work Program and the procurement of professional services for the Commission. Additional tasks assisting with Accounting operations, such as general ledger, accounts payable, accounts receivable, billing, and cost accounting will be assigned as time and experience warrants.

Supervision is provided by the Contracts Manager who will assign projects, provide advice, and review work in progress or upon completion for quality and adherence to established procedures. The incumbent is also responsible for wide variety technical, administrative, and clerical duties exercising considerable discretion and initiative within the framework of established policies and procedures. These duties require excellent, oral, written and computer skills. Proficiency in Excel, Word and PowerPoint is required.

Responsibilities

Organize and maintain, in a clear and accessible manner, all contract and professional service procurement documentation in paper and electronic (contract database) files.
Assist in the development and preparation of the annual Unified Planning Work Program (UPWP).
Develop contract documents, including Requests for Proposals (RFP), in accordance with applicable federal, state and local laws and regulations.
Maintain detailed files including selection documentation for all RFPs.
Prepare monthly and quarterly progress reports. Review progress to assure contract compliance.
Assist in the preparation and dissemination of contract documents and correspondence, including the development of contract and procurement templates.
Assist with several key projects, such as research into Federal rules governing the use of grant funding and assist in the development and writing of an accounting, contracting and procurement policy and procedures manual.
Perform clerical duties including; assisting with internal and external inquires, providing requested materials, correspondence, filing, returning calls, etc.
Assist Accounting staff as required.
Perform related work and special projects as required.

Qualifications

Thorough knowledge of the principles and practices of contract preparation and administration.
Thorough knowledge of procurement principles and practices, including methods of bidding and preparation of specifications.
Ability to learn contract terminology and negotiation procedures.
Knowledge of contracts record keeping and reporting.
Thorough experience with word processing, spreadsheets, and database programs and the ability to present results effectively in oral, written and graphic form.
Knowledge of basic financial and accounting principles.
Ability to plan and organize complex administrative tasks, and to supervise the work of assigned personnel.
Ability to express ideas clearly and effectively, both orally and in writing.
Ability to establish and maintain effective work relationships with associates, member government personnel, vendors and consultants.
Considerable knowledge of business writing and grammar techniques.
Ability to organize and prioritize work, juggle several projects at once and work independently.
Ability to exercise judgment and discretion in applying and interpreting Commission policies and procedures.

Minimum Experience and Training

THREE YEARS of professional administrative experience in a field applicable to contracts and such training as may have been gained by graduating from a four-year college or university, with major course work in business administration or accounting, or an equivalent combination of education and experience.

To Apply

Forward a cover letter and resume to: [email protected].

DVRPC is an Equal Opportunity Employer. Full consideration will be given to all eligible, qualified applicants without regard to race, color, religion, sex, national origin, sexual orientation, lawful political affiliation, disability or marital status. Minority, female, and disabled applicants are encouraged to apply.

Employment is contingent upon ability to comply with Immigration and Naturalization Service regulations which states when offered employment “identity and right to work in the United States” must be produced.

EOE M/F/D

http://www.sbnphiladelphia.org/jobs/view/contracts_administrator/