Contract Management Coordinator - Transportation Services

Job Summary

This position is responsible for the multifaceted work related to contract management for the for the Transportation Services (TS) and Planning and Resource Management (PRM) Divisions of the county. This position negotiates, writes, monitors, manages, and evaluates contracts made on behalf of these divisions of the county. The position is essential to ensure that the county is in compliance with state statute and county policy and to limit the county's liability when procuring goods and services. Work is primarily performed in an office setting but also has requirements for field work.

Job Description

ESSENTIAL DUTIES

• Understands and assists in planning for service needs/gaps; gathers requirements to write and develop Request for Proposals (RFP), Request for Information, and Request for Qualifications when required for the divisions’ projects and studies.  

• Facilitates RFP/RFI/RFQ and bid processes from start to finish. Leads role for vendor and department communication during the RFP/RFI/RFQ and bid process.

• Reviews construction project proposals for Quantity Assurance and Quality Control, compliance with State Aid, Federal Funding, State Bonding, and special funding or grant requirements. 

• Negotiates and drafts favorable terms and conditions for county contracts, including cost, scope of services, etc.

• Responsible for insuring contact compliance relative to MN/DOT Equal Employment Opportunities (EEO) regulations, prevailing wage statutes, MN/DOT standard specifications for construction, and county contract policies.

• Manages the annual contract program for the divisions including review and approval of all work orders.

• Reviews routine agreements and contracts prepared by Program Specialists. 

• Provides technical assistance to vendors regarding contract questions, contract expectations, contract issues, and legislative updates/changes; serves as a liaison for county divisions/departments for contract-related issues and training. 

• Provides vendor management; researches and keeps abreast of all available cooperative contracts and State of Minnesota contract lead; supports divisions to use cooperative and state agreements when appropriate. 

• Works collaboratively with legal department and county risk management unit regarding contract reviews as well as to keep contract and agreement templates up to date for TS & PRM specialized contracts.

• Investigates, coordinates, and responds to data information requests regarding contracts/solicitation process/purchasing.

• Investigates, coordinates, and responds to Auditor requests regarding contracts, solicitation process, and purchasing.

• Assists in the planning and development of outcomes-based measures for programs and services throughout the division; facilitates discussions with staff to establish appropriate measures and data sources; makes suggestions for best means for communicating information with vendors and customers.

• Obtains, analyzes, and/or oversees the collection of performance data to include department reports, state reports, and federal reports.

• Assists in the planning and development of outcomes-based measures for programs and services throughout the division; facilitates discussions with staff to establish appropriate measures and data sources; makes suggestions for best means for communicating information with customers. Obtains, analyzes, and/or oversees the collection of performance data to include department reports, state reports, and federal reports.

• Must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with other employees, supervisors, customers, vendors, and any other person or organization with whom interaction is required to accomplish work and employer goals. 

• Performs related duties as required or assigned.

MINIMUM QUALIFICATIONS
Requires equivalency of a Bachelor's Degree in Business Administration or a related field and four years experience working with contracts, service agreements, negotiations, or related. A valid driver's license and a reliable means of transportation for the performance of work responsibilities are required.

PREFERRED QUALIFICATION(S)

Preference given for experience with contract management, vendor management, especially in the area of engineering services and construction contracts for highways, parks, and water management.

SUPERVISORY CONTROLS
The employee is under the general guidance and administrative direction of the TS Administrative Services Director and the Transportation Services Director. The employee works on their own initiative with considerable latitude for independent judgment in performing the duties of the position. The employee exercises broad discretion in fiscal and process planning within the parameters of state statutes, state rules, and division and county policies and procedures. Project assignments are made by the Administrative Director or the Transportation Services Director via verbal and/or written instructions. Work is reviewed through conferences, written reports and assessment of objectives achieved.

CORE COMPETENCIES AND ABILITIES
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of contract services, grants administration. 

Knowledge of Microsoft computer applications.

Knowledge of federal, state, and county laws, rules, and regulations. 

Knowledge in interpreting laws and regulations. 

Knowledge in negotiating and resolving contract issues. 

Knowledge in planning and program evaluation. 

Knowledge of county programs and services. 

Knowledge of basic insurance terms and requirements. 

ABILITIES– Ability to communicate effectively both orally and in writing. 

Ability to analyze and evaluate operational effectiveness.

Ability to manage conflict and to professionally navigate difficult conversations. 

Ability to determine vendor compliance. 

Ability to develop action plans. 

Ability to collect, analyze, and interpret data. 

Ability to establish and maintain effective working relationships with others. 

Ability to keep a variety of records and prepare and submit accurate and concise reports. 

Ability to prepare statistical and project reports and present findings. 

Ability to analyze budgets. 

Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion. 

Ability to use MS Office software for the performance of essential duties. 

Ability to use appropriate discretion in dealing with matters of a confidential nature.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting.

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.