CONTRACT ADMINISTRATOR 3 DEFINITION:
Under direction of a supervisory official oversees, reviews, and administers various state contracts and/or grants, and provides the technical expertise required for contract and/or grant preparation, fiscal administration, procurement, allocation, and/or monitoring; exercises controllership, approval rights and responsibilities, and supervises activities and staff involved in the administration of statewide construction and/or professional service contracts; does other related work.
NOTE: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.
EXAMPLES OF WORK:
Oversee, review and implement a contract administration program
Supervise and administer the development of contracts for the provision of services, conducts the solicitation or Request for Purchase (RFP) bidding process, negotiates and drafts contract language, develops evaluation criteria, awards or coordinates the review and selection process for contract awards; monitors contracts for compliance with contract requirements, conducts on-site audits, evaluates effectiveness of contracted services, and provides consultation and expertise to using agency management
Supervise the work operations and/or functional programs and has responsibility for employee evaluations and for effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees
Supervise the development of procedure manuals and policy transmittals of financial and administrative contracting guidelines in accordance with applicable laws and regulations
Supervise the development and implementation of procedures to promote standardization, administrative and cost efficiency, accountability, and integrity in the contracting and/or grant process, and in the delivery of contracted services and updates
May manage contract activities having agency wide impact
Supervises and oversees the conduct of field visits applicable to ensure compliance with established contract/grant policies and procedures, and federal and state regulations; identifies problems, and develops, recommends, and implements changes to effectuate resolution or compliance
Recommend punitive action for non-compliance
Develop standardized systems to prepare, review, process and record vouchers, change orders, progress reports, financial statements, proposal forms and contract documents
Oversee the activities of consultants, project managers or other staff involved in the contract process
Supervise fiscal administration aspects of contracts/grants, including procurement, vendor invoice review and processing, financial analysis, quality assurance, change orders and resolution of disputes and appeals
Act as a liaison between the using agencies, the Department or jurisdiction and third parties on matters pertaining to the transmittal of tracings, blueprints, available funds, and reports during the development of projects
Assist in the development and implementation of a computerized contract/grant information system; compiles required input data, and analyzes output information
Attend conferences and meetings with architects, engineers, construction contractors and others to outline agency procedures and requirements
Exercise review and approval authority over purchase of service proposals and contract/grant modifications
Oversee contract/grant close-out activities, including final invoice payments, compliance inspections and audits
Assist and participate in the training of lower level personnel and others
May prepare evidence for use in court actions and hearings and give testimony under oath
Provide technical assistance in the areas of proposal preparation, review and approval, development and management of adequate contract/grant administration and reporting systems, contract/grant monitoring, modification, amendment and closeout, audit compliance, and service evaluation
Prepare clear, technically sound, accurate, and informative reports concerning contract proposals and management containing findings, conclusions, and recommendations
Supervise the resolution of problematic audit findings
Review and analyze the impact of new/revised legislation and regulations on the contract/grant operations, and prepares reports with recommendations
Will be required to learn to utilize various types of electronic and/or manual recording and computerized information system used by the agency, office, or related units
REQUIREMENTS:
NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.
Eight (8) years of professional experience involving contract/grant work, project financing, construction management, financial administration, social services administration, and/or budget and management operations of a government or business entity, at least two (2) years of which shall have involved responsibility for some aspect of contract/grant work administration.
OR
Possession of a bachelor's degree from an accredited college or university; and four (4) years of the above-mentioned professional experience, at least two (2) years of which shall have involved responsibility for some aspect of contract/grant work administration.
OR
Possession of a master's degree in Accounting, Finance, Business Administration, Public Health, Public or Hospital Administration or Social Work (with concentrations in Health, Administration, or Social Policy); and and three (3) years of the above-mentioned professional experience, at least two (2) year of which shall have involved responsibility for some aspect of contract/grant administration.
NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.
LICENSE:
Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of the legal and administrative requirements of grants and contract agreements
Knowledge of the problems involved in the review of contract and grant proposals
Knowledge of accounting and cost accounting principles and records, principles of cost allowability and reasonableness, contract/grant budget principles, principles of matching fund accounting, and procurement guidelines
Knowledge of the methods used to gather and analyze data
Ability to negotiate mutually acceptable resolutions to disagreements
Ability to read, interpret, and apply information on the agency programs and the sources of funds available to finance components of those programs
Ability to provide assignments and instruction to staff and supervise their work performance
Ability to interpret the intent and impact of legislation affecting the guidelines, rules, and regulations on contract/grant policies and procedures
Ability to provide testimony under oath and act as a witness for the agency at hearings and/or in court
Ability to read and interpret information on the federal and state laws appropriate to the organization, and to effectively disseminate this information through concise written guidelines and directives
Ability to gather, analyze, and prepare reports on data collected
Ability to recognize and identify problems, and prepare analytical reports containing problem statements, data analyses, conclusions, and recommendations
Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units
Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication
Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible
