Contract & Purchasing Administrator

The contract & purchasing administrator works under general supervision, performs a variety of complex administrative duties associated with the solicitation and contracting for the acquisition of goods and services, including bid preparation, specifications, and post-award monitoring to ensure compliance with contractual terms and conditions; and performs related duties as assigned. As the subject matter expert on the procurement process, this position ensures that rules are followed and performs the administrative and procedural requirements to effectuate a purchase. Additional duties include administering the City’s property and liability insurance programs, including policy renewals, coverage updates, and bond management. This position requires excellent problem-solving and resourcefulness in the procurement function for the City. The position requires strong analytical, organizational, and communication skills to build relationships with departments and vendors, creating efficiencies in the procurement process. This position is FLSA-exempt from earning overtime compensation under the administrative duties exemption. This position serves in a fiduciary capacity and is an unclassified position.

The following duties and responsibilities are typical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Procurement and Contract Administration

• Manages citywide procurement and contracting processes, including vendor solicitations, bid development, and contract administration.
• Develops and distributes bidding documents such as specifications, invitations to bid, requests for proposals/qualifications/information (RFP/RFQ/RFI), and related addenda.
• Leads solicitation processes for goods and services; evaluates responses, reviews bids for compliance and accuracy, and recommends contract awards.
• Administers and monitors contracts, including renewals, amendments, change orders, and vendor performance.
• Reviews requisitions and departmental purchases in Munis to ensure compliance with purchasing policies and applicable regulations.
• Consults with departments on purchasing needs and resolves issues related to bids, contracts, or vendor concerns.
• Identifies competitive purchasing opportunities, including cooperative purchasing programs, to maximize cost efficiency.
• Collaborates with legal counsel to develop and update standard procurement documents and agreements.

Policy, Compliance, and Program Administration

• Develops, maintains, and enforces purchasing policies and procedures; recommends updates to codified ordinances and prepares related legislation.
• Provides training to City staff on purchasing policies, contracting procedures, and procurement regulations.
• Maintains procurement records and reporting to support budget reviews and financial reporting.
• Represents the City in supplier relations and procurement forums.
• Evaluates, recommends, and implements purchasing and contract management methods and technologies to create efficiencies for the procurement process; provides accurate, complete, transparent, and timely tracking for contracts, including renewal periods; ensures cost-effective purchasing, strong supplier and contract management, and compliance with related policies, City code, and applicable regulatory requirements.

P-Card Program

• Manages and administers the City’s purchasing card (P-Card) program, including card issuance, transaction oversight, and policy compliance.
• Conducts P-Card training and continuing education for City staff.

Prevailing Wage Compliance

• Oversees prevailing wage compliance for applicable projects, including monitoring certified payroll submissions and required documentation.
• Ensures compliance with Ohio Department of Commerce prevailing wage regulations and City income tax requirements prior to final payment approvals.
• Maintains contract documentation related to capital construction and capital equipment purchases.

Surplus Property Management

• Coordinates the disposal of surplus and end-of-life property in compliance with applicable laws and City policies.
• Assists departments with required legislation for property disposal and coordinates sales through approved platforms such as GovDeals.
• Maintains records and provides reporting related to surplus property.

Risk Management

• Administers the City’s property and liability insurance programs, including policy renewals, coverage updates, and bond management.
• Maintains the insured asset inventory and supports the annual insurance renewal process.
• Oversees infrastructure damage claims and coordinates related documentation.

Regular and predictable attendance.

Other duties as assigned.

A bachelor’s degree in business, accounting, public administration or a similar field is preferred. The incumbent must have at least 5 years of experience administering purchasing procedures within a government system. Must maintain a valid Ohio driver’s license and insurability under the City’s insurance policy. A successful candidate will pass a background check and pre-employment drug screen.

Certification as a CPPO or similar contract administrator credentials are preferred.

Ability to: establish and maintain effective working relationships with vendors and staff at all levels of the organization, and other governmental agencies in order to support a high level of organizational performance; understanding of governmental procurement principles, methods, and municipal operations related to procurement; navigate specialty software and learn new systems; complete work in compliance with deadlines; assess and monitor workload, operational processes, and internal reporting relationships; receive, investigate, and respond to problems and complaints in a professional manner; identify and report findings and take necessary corrective action; work with frequent interruptions; handle stressful situations; handle confidential material in strict confidence; exercise initiative and judgment within established guidelines; organize work, set priorities, and follow-up on assignments; behave in a friendly, understanding, helpful and professional manner with co-workers, supervisors and the general public; analyze complex situations, problems, and deadlines, and use sound judgment in drawing conclusions and making decisions; accurately respond to routine and sensitive inquiries from public officials, other departments, coworkers, jurisdictions, and the general public; communicate well, in both verbal and written form; utilize independent judgment, common sense, and principals of influence and rational systems in the performance of tasks; apply logical thinking to solve problems or accomplish tasks; understand, interpret, and communicate complicated policies, procedures, and protocols; effectively manage multiple priorities and efficiently organize and prioritize work assignments, projects and activities; apply time management and organizational principals; practice regular and predictable attendance; work irregular hours that include evenings, weekends or holidays; operate in the absence of clear expectations, precedence, or procedures; operate a motor vehicle.

Skill in: using modern business equipment and the Microsoft Office Suite; providing excellent customer service; communicating orally and in writing to various audiences to convey information clearly; developing and standardizing procedures and methods to enhance operational efficiency and effectiveness in delivering projects and activities; explaining complex concepts in an understandable way; giving public presentations; organizing data and maintaining records for ease of use and compliance with records retention requirements.

Knowledge of: basic principles and practices of government purchasing and finance operations; related state and federal regulations; internal control principles, practices, concepts, procedures, and methods; City/department mission and goals; city government structure, operations, and processes.