A class incumbent is responsible for coordinating various contract and consultant processes for a Department and administering the quality control programs associated with the process.
Nature and Scope
Incumbents in this class report to an administrative superior. A class incumbent oversees contract or consultant processes from advertisement through execution of the actual agreement/contract including coordination of performance evaluations. An incumbent develops, implements and oversees quality control activities and recommends policies and procedures necessary to effectively monitor such programs. A significant aspect of the work involves providing consultation and technical assistance to all levels of facility staff on matters relating to implementation of quality control standards and compliance with same. An incumbent is responsible for monitoring and analyzing the quality and appropriateness of contractor or consultant services.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Coordinates various consultant or contractor activities from advertising for bids through execution of the actual agreement/contract to ensure timely completion and compliance with quality control standards.
Serves as liaison between management, contract administration and contractor or consultant firms regarding the contract/consultant process; provides research, interpretation and resolves problems as necessary.
Develops methodology to rate vendors for prequalification; provides background data regarding contractors/consultants to the selection committees.
Chair or serves on Selection Committee and Short List Committee or on other committees as required in the contracting process; monitors committee action and ensures compliance with all legal and regulatory guidelines. Oversees maintenance and distribution of required documentation.
Develops and implements standards for preparing legal agreements/contracts. Provides consultation and technical assistance to department staff in preparing legal agreements. Reviews final agreements and has quality control sign-off.
Develops, implements and recommends revisions to the contractor or consultant process procedural manuals.
Analyzes final price proposals to ensure man hours, dollars, etc., are reasonable.
May supervise contract management staff.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of contracting process.
Knowledge of federal and state requirements governing contract or consultant processes.
Knowledge of quality control management programs.
Knowledge of the methods and techniques of eliciting, assimilating and evaluating information.
Skill in interpreting and analyzing contracts.
Skill in written and oral communication.
Ability to provide leadership and set priorities.
Ability to develop and coordinate comprehensive tracking systems.
Ability to communicate effectively with a wide variety of contacts such as the public, DOT professional staff, consultants, government officials, etc.
Ability to make effective presentations.
JOB REQUIREMENTS for Contract/Consultant Control Coordinator
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Three years experience in procurement services which includes purchasing goods and services in accordance with procurement procedures and contract specifications.
Three years experience in contract management and control which includes ensuring compliance with terms of contracts; negotiating changes to existing contracts.
Three years experience in interpreting laws, rules, regulations, standards, policies, and procedures.
Six months experience in researching, analyzing, and writing bid specifications.
Knowledge of developing policies or procedures.
Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.