Construction Contracts Administrator

Essential Job Functions:

• Works with the Construction Department, Facilities Department and County Procurement to assemble Requests for Proposals (RFP’s), Invitations for Bid (IFB’s), Requests for Quotes (RFQ’s), etc. for professional planning, design, maintenance, Furniture, Fixtures and Equipment and construction-related services.

• Coordinates with CCPS Departments, County Procurement, Risk Management and County Attorney’s Office to ensure compliance with procurement law and County policies for various types of facility and construction-related items.

• Assists with the evaluation of bids, proposals and quotes for compliance with scopes, specifications and terms. Makes recommendations for award and ensures that contracts are timely and properly reviewed, awarded and executed in an open and transparent manner.

• Assists with monitoring and managing consultants and vendors’ compliance with contract specifics. Reports findings to the Director of Construction.

• Assists with monitoring and managing Construction and Facilities Departments compliance with contract specifics. This specifically applies to the construction documentation process, change order process, project and contract close-out processes, warranty tracking and dispute resolution.  Reports findings to the Director of Construction.

• Reviews and provides timely comments on the substance, accuracy and legal compliance of Purchase Order, Change Order, and related document requests.

• Advises the Director of Construction and the Director of Facilities on assertions of any party regarding District’s actions or inactions related to contracts, and provides information and recommendations to appropriately respond to any such assertions. 

• Work with Construction Project Managers to ensure that projects advance in accordance with approved schedule(s), that invoices are submitted and processed appropriately, and assists with the Project Manager’s timely and effective contract-closing activities as needed.

• Support the Construction Project Manager’s timely review of project deliverables for compliance with scope, terms and specifications.

• Assist Project Managers with the inventory of capital assets that are procured for each project and work with the County Accounting Department to develop and maintain accurate records.

• Attends and leads meetings as required.

• Maintains detailed, organized and accessible paper and electronic files. 

• Performs other duties as assigned.

Budgetary Responsibility:

Assists the Director in ensuring that all projects remain within budget.

Report Preparation:

Develops presentations, analyses and reports at the request of the Director.

Equipment Operation: 

Computer and general office equipment.

Contacts: 

Architects; Engineers; Contractors; other vendors; District and school personnel; CCPS Budget Department; and County Procurement, County Risk Management, County Accounting, and County Attorney.

Work Direction/Supervision:

Provides work direction to individuals assigned to projects, or as assigned by Director.

Decision Making: 

High-level of independent decision making required. Director’s approval required as deemed necessary.

Formal Policy-Setting Responsibilities:

Advises and assists the Director in establishing protocols and procedures.

Physical Demands: 

Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to use a telephone, to enter data into a computer terminal; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal indoor levels, outdoors and on the telephone; speak in audible tones so that others may understand clearly; physical agility to bend, stoop, sit on the floor, climb stairs, walk and reach overhead.

Work Environment: 

While performing the duties of this position, the employee regularly works in an office environment.  The noise level in the work environment is quiet.  Other duties of this position require working outdoors in various weather and lighting conditions