Job Description
JOB Are you looking for a position with a work/life balance? Do you want to earn four (4) weeks off during your first year of employment? Do you want low and no cost health insurance options? If you answered “yes” to any of these questions, you need to complete your application now. Work for the city you love!!!The Office of Administrative Services Department is actively seeking a Contract Administration Analyst.Did you know as a City of Jacksonville employee, you would also have twelve (12) paid holidays and a personal leave day as well? In addition to health insurance, dental, vision, life insurance and flexible spending plans are also available. City of Jacksonville employees are also eligible for Federal Student Loan Forgiveness after ten (10) years of public service and on-time payments.This is professional work that involves analyzing, executing, monitoring, and ensuring compliance in procurement contract administration. Work requires an in-depth understanding of procurement and contract administration methods, as well as purchasing theories, principles, practices and procedures. It also requires strong skills in researching, compiling, analyzing, and presenting data, which is acquired through a combination of training and relevant experience. May schedule, distribute, oversee, and guide the work of others. Contacts with others require interpersonal skills to understand and influence people, which are important in providing client services. This including skills of persuasiveness, assertiveness, and sensitivity to different perspectives, which are necessary to influence behavior, change an opinion, or turn a situation around. The procurement work is standardized in that tasks are covered by substantially diversified procedures and specialized government standards and because of the changing priorities or different situations, incumbents have the latitude to consider which of the many procedures or standards should be followed and in what sequence. The procurement work involves differing situations requiring use of judgment in search for solutions or new applications within one’s known experiences. Work is performed in a classroom and office environment and the physical demands consist mainly of sitting or standing for extended periods of time and occasionally lifting and moving moderate to heavy objects. Operates standard office equipment such as a personal computer. Work is performed under limited supervision where the work assignments are subject to established procedures, practices, precedents, methods, techniques, standards and /or well-defined policies and the worker plans and organizes the work, determines their own priorities and the work is reviewed, usually after the fact, in terms of quality, volume, timeliness, and for adherence to established methods, standards, and policies. EXAMPLE OF DUTIES Drafts, reviews and analyzes City-Wide procurement contracts to identify discrepancies, conflicting conditions or omissions, ensuring compliance with policies, procedures, regulatory requirements and industry standards. Conducts research and analyzes historical data, current procedures, contract files, and records, to identify best practices and drive process improvements, optimizing contract efficiency. Audits the City’s Oracle Fusion Cloud system to monitor the contract lifecycle, including renewals and expirations, ensuring full completion and proper documentation is attached to the Purchase Order Agreements. Prepares and generate reports on procurement trends and vendor performance to support the development of supplier performance assessments systems and rating dashboards for future solicitations and evaluations. Creates contract administration tools including forms, document templates, checklists, and standardized language for the contract administration process to ensure proper accountability from kick-off through close-out of contractual actions.Supports the development and maintenance of the contract administration certification program database, incorporating data analytics, enhancing data management and ensuring compliance with applicable COJ policies and procedures.Coordinates with City personnel, departments, external and internal agencies to determine procurement needs and recommends the appropriate and best procurement methodology to meet those needs.Develops and delivers training materials for contract administrators in-person, virtual training, and both large and small group settings. Coordinates procurement efforts across all city agencies to advise and assist with contract administration for COJ enterprise-wide contracts established for consolidating like common goods and services to obtain the most competitive prices for materials, equipment, supplies, and services. Identifies risk related to supplier contracts and procurement processes, recommending solutions to minimize exposure and improve compliance. Tracks contrac