Status: Full-time position
Location: Santa Fe, NM
Deadline Date: 3/13/13
Job Summary: The City of Santa Fe is searching for an applicant to fill the position of a Contracts Administator who will perform a variety of specialized professional and technical duties related to the management of City contract services.
Qualifications: Education and Experience:
A.Bachelor’s degree in business administration, accounting, public administration, economics, finance, or related field; and
B.Three (3) years experience in financial reporting, budget preparation, business computer applications, or related field; or
C.An equivalent combination of education and experience. Preference given for contract administration experience.
Knowledge, Skills, and Abilities:
Knowledge of: accounting principles and practices, including the keeping of financial account records; city purchasing procedures; modern office terminology; and the rules and regulations related to the tasks performed.
Ability to: prepare reports and presentations; understand and operate modern office equipment including, calculator and word processing systems; and develop and maintain good working relationships with contractors and City officials.
Duties: Develops professional service agreements (PSA), request for proposal (RFP) bid packages, and contract amendments; processes memos, resolutions, contracts, agreements, informational items, etc. through the committee and City Council administrative process, i.e., coordinating with appropriate staff in legal, PUC, PWC, Finance, and City Clerk to place items on agenda.
Provides financial oversight of project budgets; prepares spreadsheets to track revenues, expenditures, and expiration dates for all contracts, agreements, and grants; prepares contract and project purchase orders; processes and tracks related payments.
Manages loan programs as assigned; issues loan amounts; tracks monthly billing and payments; issues late notices as needed.
Helps prepare annual division/department budgets; develops tracking system for all division budgets; reconciles revenue, expenditures, and encumbrances with City system; prepares cash flow analysis and year end budget projections.
Prepares various Finance Committee items to ensure that budget--grant funding revenue and expenditure--is carried out upon approval; prepares Finance Department forms and helps prepare, reconcile, and track same with the approved budget through the administrative process.
Develops and maintains detailed records of project costs, financial reports, and status reports using database and spreadsheet applications; updates governing body; requests mid-year review from Finance Director and division/department director as needed; audits project costs from enterprise funds for mid-year reporting for review by City Council.
Prepares, logs, and tracks agreements, quantity sheets, and authorizations; processes change orders and amendments on large projects; prepares final “as-built” quantities and project closeout documents.
Helps prepare/coordinate presentation materials for meetings and hearings, i.e., power point slides, lap top, projector, handouts, spreadsheets, etc.; performs other related duties as assigned.
Writes and submits grant applications to potential funding sources to secure funds necessary for continued program operation.
Additional Essential Functions for Assignment for Library Division:
Assists in the ordering and invoicing of Library materials (books and media) and supplies from library vendors.
Prepares reports for Federal, State, County and local (Friends of the Library) on Bond, MOU, and other grant expenditures.
Compiles financial reports for required annual State Library reports, and other library entity reports.
Unpacks shipments of library orders.
Submit City of Santa Fe Application by one of the following methods: Fill out application at Human Resources Department, City Hall, 200 Lincoln Avenue, Santa Fe, NM; mail application to P.O. Box 909, Santa Fe, New Mexico 87504-0909; or fax application to (505) 955-6810. Applications may be downloaded from our website: www.santafenm.gov; or apply online at www.santafenm.gov.