Manage contract process for the City to ensure compliance with applicable laws and policies. Duties include review and/or preparation of contracts for legal compliance, analyzing, tracking and providing support throughout the contract process.
Essential Duties and Responsibilities
Reviews all Purchasing contracts for accuracy and compliance with legal and other City policies.
Drafts new contracts or agreements based on legal statutes, and determines when they need additional review from City Attorney’s Office.
Reviews Contractor insurance to comply with required coverages and act as liaison between City and Contractor for full compliance.
Determine templates for contracts to meet various needs, and develop new ones as needed.
Coordinates all contract-related matters, including gathering necessary documentation, preparing initial drafts of routine contracts, tracking contract progress, obtaining necessary approvals and signatures to ensure a seamless internal contract process.
Works with all city departments to obtain and relay information and documentation to coordinate the processing and completion of contracts.
Examines legal contracts to verify the accuracy and completeness of the information and ensure compliance with established standards.
Monitors contract processes and best practices using external contracting resources such as the Bidnet or NIGP database and makes recommendations to legal and purchasing staff about developing or improving contract templates, processes or policies.
Provides guidance to city personnel about the contract process and facilitates training about the contract process.
Maintains paper and electronic filing systems for contracts.
Supervision Received from: Receives general supervision from the Purchasing Supervisor. Supervision Given to: None
Required Education and Experience
Bachelor’s degree in Finance or Business Management or similar field.
Minimum 5 years of experience as a contracts administrator, legal assistant, legal secretary, or paralegal or similar position.
Minimum of 3 years of experience in contract writing, and reading and understanding state statutes.
Equivalent combinations of education and experience may be considered.
Technology Skills Moderate to advanced knowledge of Microsoft office suite, including Outlook, Word, PowerPoint, and Excel.
Required Certifications A.P.P., C.P.M. or CPPB or ability to become certified within two-three years.
Required Knowledge, Skills and Abilities
Expert working knowledge of all facets of applicable laws and regulations, policies, ordinances, and rules governing the administration of contracts.
Strong understanding of best contracting practices and the ability to monitor new developments in contracting practices and processes.
Review all Information Technology (IT) contracts for software consulting terminology, applicable end User Licensure requirements and required cyber security provisions.
Exercises discretion and maintains a high level of confidentiality.
Demonstrates a respectful attitude towards external stakeholders and coworkers to promote teamwork, open communication, and excellent customer service.
Responds to contract-related and other requests promptly, and provides effective services or solutions for customers.
Demonstrated organizational and time management skills.
Demonstrated attention to detail; refined ability to spot errors and inconsistencies.
Ability to effectively communicate information, both verbally and in writing.
Knowledge of insurance policies, endorsements, and related documentation.
PHYSICAL REQUIREMENTS Lifting and Carrying Must be able to lift and move equipment and supplies weighing up to 30 pounds. Body Positions Sits using computer, calculator, telephone, etc. for extended periods of time. On occasion, may be required to transport oneself to various locations within City Hall and other off-site locations. Moves about to various City locations.
Hearing Must be able to respond to telephone and in-person requests.
Vision Employee uses vision to read computer screen and various hand writing samples for data entry.
MENTAL REQUIREMENTS Mathematics Must have basic addition, subtraction, multiplication and division skills for compiling quotes to get best total cost. Will also use math skills when working with spreadsheets.
Remembering Ability to remember detailed contracts and policies and have high levels of accuracy on all work products.
Language Ability Must be able to effectively communicate with supervisory staff, peers, and outside vendors and sales personnel both verbally and in writing. Reasoning Must be able to follow supervisor’s instructions and provide service to a variety of City staff.
WORK ENVIRONMENT Work is performed primarily in an office environment. Work includes meeting deadlines and demands from staff and others. Work involves shifting priorities and rush tasks.
About City of Lakewood
Located at the gateway to the fabulous Rocky Mountains, the City of Lakewood serves an innovative community of more than 150,000, Colorado’s fifth-largest city, known for its opportunities for outdoor adventure and urban amenities – both just minutes away.