Current Opening
Contract Manager
Job Closes: 09/25/2024 @ 5:00pm
To be considered for this position, you must submit a completed job application, cover letter & resume.
www.portcw.com / jen@portcw.com
Title: Contract Manager
Reports To: Director of Finance
Classification: Exempt
Wage Range: Annual $72,979.63 - $104,512.64
Schedule: Monday – Friday hours 8:00 am – 5:00 pm.
Benefits:
Full Family Medical/Dental Insurance Premium Paid by Employer
Life Insurance Premium Paid by Employer
LTD Insurance Paid by Employer
WA State PERS Retirement Paid by Employer
Accrue 8 hours of Vacation/ 8 hours of Sick leave at the end of every month.
12 Employer Paid Holidays a Year
3 Floating Holiday Days
Wellness Benefit $35 Month (up to $420 per year) Deposited into a VEBA account.
The Port of Camas-Washougal is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
1 Year Probationary Period
JOB DESCRIPTION
The Port of Camas-Washougal believes that each employee makes a significant contribution to the port’s success and that contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to just the work identified. It is our expectation that each employee will offer services wherever and whenever necessary to ensure the success of the port’s endeavors.
General Position Summary:
This position is responsible for overseeing and managing public bid and contractual arrangements for all Port departments, including developing and updating policies consistent with applicable Revised Code of Washington (RCW) and Washington Administrative Code (WAC) requirements. Essential to the position
is expertise in administering local government contracts and agreements and in bidding and contract development and administration, including, without limitation, for public work projects purchasing,
professional architecture and engineering services, personal services, and purchased services. Assist with developing, monitoring, and managing other types of agreements, such as grants.
Essential Functions/Major Responsibilities:
Creates and administers contracts for capital development, major maintenance projects, consulting services, and other major supplier and services contracts, including grants.
Assist project managers with Request For Qualifications and Request For Proposal processes.
Creates and maintains contract files; ensures receipt of all required paperwork; obtains required signatures; prepares amendments and/or change orders; verifies prevailing wage and Affidavit of Wages Paid, files notice of completion and closes project files.
Monitors and reviews all contract payments for accuracy; obtains appropriate authorizations before forwarding to accounts payable. Monitors, tracks, and maintains records of project expenditures.
Utilizes the statewide MSRC roster for small works and creates and maintains professional services rosters.
Coordinates and monitors the competitive bid process; adheres to state statutes for procedures, document preparation, and dissemination of requests to small works roster participants or bid requestors.
Consult with departments on purchasing needs and bid specification requirements.
Prepares and distributes requests for quotes following established policies.
Collects quotes or bids; Reviews submittals for required documents and completeness.
Generates State Auditor Office checklist for verification of lowest bid and compliance with all licensing requirements.
Ensures policies, procedures, and processes are kept up to date with the most current federal laws, state statutes, and local codes as they apply to contract management and grants management; facilitates training of project managers and other departmental staff in implementation and ongoing use.
Provide guidance and oversight relating to contract management and grant management.
Able to research and understand legal and financial implications regarding contracts.
Works with other staff on special projects as necessary.
Assist with development and monitoring of other types of agreements beyond procurement agreements such as, but limited to, Development Agreements, Easements, Partnership Agreements, others.
Secondary Functions:
Responsible for maintaining Asset Management records.
Other duties as required.
Job Scope & Accountability:
The incumbent works independently with little direct supervision and operates using established and well-known procedures. Work is recurring with occasional variations yet can be complex. Decisions are guided by organization policy. The incumbent has no budgetary authority or responsibility and is not involved in operational planning. Errors in work could affect the financial health of the port.
Supervisory Responsibility:
The position has no supervisory responsibilities but may train and offer guidance to other employees.
Interpersonal Contacts:
Communication is an equal mix of face-to-face and electronic, made with both individuals within and outside the organization, and seldom contains sensitive or confidential information.
Specific Job Skills:
Knowledge of contract development, administration and contract law.
Knowledge of pertinent Federal, State and Local codes, laws and regulations.
Comprehensive understanding of the various procedures and methods of local government bidding, purchasing, procurement, and contracting, and associated regulatory requirements, including, without limitation, public works construction processes and methods.
Knowledge of research and analysis techniques.
Strong technical writing skills.
Ability to communicate clearly and concisely in English verbally and in writing to a wide variety of internal and external stakeholders.
Ability to establish and maintain effective working relationships with suppliers, customers, fellow employees and the public.
Workable knowledge of and ability to use Microsoft Office Suite.
Ability to use a computer and software appropriate for the job and job responsibilities.
Ability to prepare, understand, and interpret complex contracts and other documents.
Ability to analyze bids or proposals submitted by suppliers/vendors/firms and determine awards, prepare and interpret procurement and contract statistics, and management reports.
Critical thinking/Creative problem-solving.
Exemplify a strong attention to detail.
Ability to complete detailed work with accuracy.
Ability to make independent decisions and use discretion.
Knowledge of budget and basic accounting processes, including general ledger and job codes.
Ability to perform mathematical calculations with speed and accuracy.
Education and/or Experience:
A four-year college degree emphasizing business administration and accounting or a related field, along with three years of contract administration experience, is required.
Four (4) years of work experience directly related to public contract administration may be substituted for the education/experience requirements.
Specialized training in the requirements of public works administration and consultant selection in the state of Washington is required.
Must have a strong working knowledge of management practices, procedures, and leadership concepts.
Job Competencies:
Analytical skills – collects, researches and analyze data; uses experience to complement data; designs works flows and procedures.
Problem solving skills - identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
Technical skills - assesses own strengths and weaknesses; pursues training and development opportunities; strives to build knowledge and skills continuously; shares expertise with others.
Customer service skills – ability to manage and resolve difficult customer situations; responds promptly to customer needs; responds to requests for service and assistance; meets commitments.
Interpersonal skills - focuses on resolving issue not blaming; maintains confidentiality; has high emotional intelligence; remains open to others' ideas and tries new things.
Oral communication skills - speaks clearly and persuasively in positive and negative situations; listens carefully and sincerely considers the ideas of others; respects diverse opinions; responds well to questions; shares information and encourages openness in communications.
Written communication skills - writes clearly and concisely; able to read and interpret written information.
Teamwork skills - balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone's efforts to succeed.
Diversity - Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; continues learning and sharing with others the value of diversity; promotes a harassment-free environment.
Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values and all federal, state and local laws.
Organizational support - follows policies and procedures; completes administrative tasks accurately and on time; supports organization's goals and values.
Strategic Thinking - Develops strategies and/or process improvements to achieve organizational goals.
Judgment - Displays willingness and good judgement in making decisions; includes appropriate people in decision-making process; makes timely decisions.
Motivation - Sets and achieves challenging goals.
Professionalism - approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality.
Initiative - Undertakes self-development activities; asks for and offers help when needed.
Innovation - Meets challenges with resourcefulness; generates suggestions for improving work.
Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.
Job Conditions:
The physical demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.
Environment: Office environment.
Mobility: Sitting for prolonged periods of time; extensive use of computer keyboard. Ability to lift to 20 pounds on a regular basis.
Vision: Visual acuity to read numerical figures.
Other Factors: Follow all safety rules and procedures established for work area. Incumbents may be required to work extended hours including evenings and weekends. Incumbents may be required to travel within Clark County to attend meetings.
Supplemental Information:
Job offers are contingent on the verification of credentials and other information required by the employment process, including the completion of a pre-employment background check and drug screening, in compliance with the Port's Drug and Alcohol-Free Workplace policy and the Drug-Free Workplace Act (1988) of unlawful drugs under the Federal, State, and local laws and regulations in the United States.
