Coordinator, contracts administration
Job Description:
JOB TITLE: COORDINATOR, CONTRACTS ADMINISTRATIONDEPARTMENT: COMMUNITY SERVICES
POSTING NUMBER: 106570
NUMBER OF POSITIONS: 1
JOB STATUS & DURATION: Full Time Permanent
HOURS OF WORK: 40-hour workweek
LOCATION: Hybrid Model*– when working onsite, you will report to the location of Williams Parkway Operations Centre.
SALARY GRADE: 5
HIRING SALARY RANGE: $86,091.00 - $96,853.00 per annum
MAXIMUM OF SALARY RANGE: $107,614.00 per annum
JOB TYPE: Management and Administration
POSTING DATE: February 6, 2025
CLOSING DATE: February 20, 2025
AREA OF RESPONSIBILITY:
Reporting to the Supervisor, Parks Administration & Contracts, coordinate the planning, acquisition, reporting, administration and records management for all required operational goods, services and construction contracts, to ensure operational needs of the Division are met.Supervise contract and administration staff and oversee the general administrative requirements, including invoice processing and payroll, for the Division. Recruit, train, manage, coach, and provide guidance to promote effective employee relations and encourage increased moral, innovation and productivity to meet business needs.
- Manages the administration of the Divisional Procurement Plan (approximately 80-100 contracts) and coordinate the planning, reporting, administration, maintenance, query response, records management, meetings, and preparation of various types of procurement and related documentation to ensure operational requirements are met.
- Drafts various reports for Management and Council approval.
- Liaises with contract vendors to ensure contractual obligations are met, i.e. invoicing, deadlines, deliverables, vendor performance evaluations, insurance and WSIB certificates.
- Coordinates the scheduling of meetings with members of the Division’s management team, Purchasing, Legal and vendors, as required.
- Conducts “gap” analysis and develops processes, procedures and controls to support general and contract administration matters.
- Briefs outside vendors, management team and contract administration staff on new processes, procedures and controls, as required, and creates reference materials.
- Monitors financial status of all contracts and related purchase orders and initiates required response to ensure procurement guidelines are followed and to assist with budget and forecasting exercises.
- Recruits, trains, manages, coaches and provides guidance to administration and contract administration staff and ensures adherence to governing legislations and regulations, corporate policies, procedures, standards and guidelines.
- Coordinates seasonal activities with Vendors, Operations Supervisors and Forepersons, as required.
- Supervises invoice payment/documentation, transfer journals, payroll, data entry, recoveries, and account reconciliations for Divisional requirements. Supervises annual clothing orders, CityWorks Service Request review, maintenance of the Division’s Vacation Tracker, SharePoint administration, Petty Cash, Pcards, monthly Meals and Mileage submissions, and other administrative tasks, as required. Ensures that customer service levels are maintained.
- Participates in special assignments and projects, as required.
SELECTION CRITERIA:
EDUCATION:
- Degree or College Diploma in Business or Public Administration preferably with some accounting courses
EXPERIENCE:
- Minimum five (5) years experience in a municipal environment
- Three (3) – five (5) years supervisory/team lead experience working with staff, in a unionized environment, management and outside vendors
- Knowledge of materials contract requirements, and records management
OTHER SKILLS AND ASSETS:
- Demonstrated ability in improving business and administrative processes
- Computer skills and extensive knowledge of spreadsheet applications
- Excellent public relations and verbal and written communication skills
- Able to work independently and as part of a team
- Good performance and work record
- Must possess a valid non-probationary Ontario Class “G” driver’s license and have use of own vehicle.
**Various tests and/or exams may be administered as part of the selection criteria.
LI-SE
#LI-Hybrid
Interview: Our recruitment process may be completed with video conference technology.
As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.*Our Hybrid Model is subject to change.
If this opportunity matches your interest and experience, please apply online quoting reference #106570 by February 20, 2025 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted.The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.
As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question.All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable.
The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.
Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users.As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.
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