Services Contract Administrator

The Prince William County Department of Public Works, Fleet Management in 2016 was rated in the 100 Best Fleets in America and is certified as an Environmentally Exemplary Enterprise by Virginia Department of Environmental Quality. We are seeking a team player to join our Accounting group. This position reports to the Management and Financial Analyst II and has direct contact with internal customers and vendors of Fleet Management. This position is responsible for the upkeep of the Division’s procurement contracts and works collaboratively with vendors, customers, other municipalities and staff management. This position ensures that supplies and services are available when needed. Fleet Management provides safe and environmentally responsible services that include the acquisition, maintenance and repair of vehicles and specialty equipment. Come join a team that offers excellent benefits and competitive salaries.

PREFERENCES:

A. Experience establishing and maintaining effective working relationships with staff employees and suppliers.

B. Experience with the principles and practices of municipal contract preparation. Details are important.

C. Experience with modem automotive and equipment parts, fuel and material management practices and procedures.

STARTING SALARY RANGE: $41,203.50 – $55,594.50

General Definition of Work, Typical tasks, Knowledge, Skills and Abilities
The statements in this class specification are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

GENERAL DEFINITION OF WORK:

Perform responsible administrative and technical work in managing a broad range of contracted services for County. Work involves planning, developing, scheduling and coordinating work with contractors for various services.

Work is performed under general supervision of assigned personnel.

TYPICAL TASKS:

Writes technical bid and contract specifications detailing standards, procedures, schedules, materials, equipment and other statement of work required items, and assists in drafting other portions of procurement documents such as requests for proposals, invitations for bids, other solicitation package materials, contracts and agreements;

Coordinates with Purchasing on matters pertaining adherence to County procurement policies and contract terms as well as identification and recommendation of potential contractors, and contract extension, renewal, cancellation or rebid;

Meets with contractors representative to discuss procurements needs, and quality services;

Participates in pre-bid and post award conference to assure understanding of technical requirements; quantity, quality and timeliness work standards;

Confers with officials in various specific areas in providing oversight of contractors’ work and Purchasing on matters pertaining to resolution of problems and coordination of efforts;

Plans, develops, schedules, monitors and controls work of contractors for various services in terms of objectives and priorities and to ensure conformance with budgetary guidelines which includes directly overseeing work of specified contractors;

Maintains records and prepares required reports to analyze and estimate costs; surveys service needs; updates status of work, and evaluates performance of contractors;

Assists with development of division budget.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of principles and practices of contract preparation; thorough knowledge of administration associated with technical specifications in the areas to be supported; ability to develop and monitor procedures and standards related to various contractual services; ability to plan and oversee work of contractors to ensure full performance; ability to communicate ideas effectively, both orally and in writing; ability to establish and maintain effective working relationships with officials and contractors.

Education and Experience
Any combination of education and experience equivalent to two years of college level courses in business management and 3-5 years administrative experience including budget control and contract management.

Special Requirements
Fire & Rescue Requirement :
Effective October 2012, mandated by the Virginia State Board of Health 12VAC5-31-540, VA EMS Regulations require a criminal background check conducted by the Central Crime Records Exchange and the National Crime Information Center via Virginia State Police; and a driving record transcript from the individual’s state Department of Motor Vehicles