Assistant Director Contracts Management

Position Description

Essential Duties and Responsibilities

Contract Management Oversight

• Ensure accuracy of contracts; must comply with federal, state, and local laws
• Ensure timeliness of contract execution
• Ensure integrity of the contract process
• Act as Advisor to district personnel for developing contracts, properly documenting negotiated compensation strategies and statements of work, conducting risk assessment and pre-qualifying contractors
• Ensure appropriate policies and procedures for contract management are implemented and adhered to
• Promote excellent customer service, professionalism and teamwork
• Develop and maintain the contract management department budget
• Ensure necessary tools for the success of the contract management team are provided, including software
• Monitor contract aggregate and trigger necessary procurement action in accordance to federal, state and local laws

• Responsible for contract development
• Responsible for contract execution
• Must monitor contract performance and resolve issues in a timely manner in collaboration with appropriate District personnel
• Responsible for resolving contract disputes in a timely manner in collaboration with appropriate District personnel
• Responsible for the contract close out process

• Ensure contracts align with bids and all required provisions are included, especially for federally funded procurements
• Ensure that vendor insurance is sufficient and active through the life of the contract
• Ensure that vendor bonds are sufficient and active through the life of the contract
• Ensure sub-contractor compliance
• Identify risks and offer mitigation solutions, including Conflict of Interest

• Update contract provisions with appropriate teams
• Develop and maintain contract management regulations (procedures) with appropriate teams
• Attend or perform contract negotiations in conjunction with the purchasing professionals and business owners
• Generate and consider alternatives to situations by collaborating with appropriate staff
• Work with Risk Management department to ensure sufficient insurance requirements are met
• Serve on various committees for district initiatives
• Develop resolutions to contract performance issues or disputes in conjunction with appropriate staff
• Contribute to audits in collaboration with respective entities and staff

• Provide clear and concise advice for contracting
• Publish contract management tools such procedures, schedules, and templates for District use
• Provide contract training for internal staff and end-users
• Contribute to the Small Business Enterprise Program by attending workshops/presenting, providing newsletter contributions and meeting with patrons
• Share legislative updates regarding contract provisions

• Assist in the process of recruiting, screening, interviewing and hiring of assigned staff
• Address complaints and resolve problems in a timely manner
• Supervise staff and daily operations in the contract management division
• Evaluate performance of staff; coach and mentor
• Develop and maintain a professional development plan for the contract management team
• Approve staff schedules
• Initiate personnel actions including documentation and termination under the guidance of Human Resources
• Conduct performance