Contracts Compliance Specialist

Job Description:

Contracts Compliance Specialist

Description

Salary range: $42,020.99 $52,578.03

Position posted until filled

Purpose of Job

The purpose of this job is to manage and evaluate the monitoring process within the Office of Contract Compliance, including interpreting the city’s Equal Employment Opportunity, Disadvantaged/Small/Minority or Female Business Enterprise program code of ordinances. Duties include but are not limited to: coordinating the S/M/FBE outreach program activity; assisting in office operations; reviewing bid proposals; preparing reports; answering inquiries; preparing statistical analysis; and processing associated paperwork.

Essential Duties and Responsibilities

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

Administrative Duties:

• Assists in normal office operations such as answering telephones and document copying, filing faxing, and delivering.
• Assists in the review of bid proposals and recommends approval or non-approval based on bid specifications.

Communication:

• Prepares Annual Report of Department activities and presents findings to appropriate City personnel.
• Answers inquiries and distributes information to contractors and vendors while attending pre-bid, and post award conferences.

Interpersonal Relations:

• Facilitates good working relationships with minority and female contractors in effort to further the goals and objectives of the City's M/FBE program.
• Works closely with other City Departments, such as Law and Procurement, to ensure complete coordination and compliance with City Ordinances, policies and procedures.

Essential Daily Contract Monitoring Responsibilities

Attend Project Team Meetings

• Discuss Project scope, funding, budget, and schedule to establish diversity and inclusion program goals

Conduct Post Award Meetings included but not limited to: Giving an overview of OCC policies and procedures for each contract.

• Distribute submittal forms to Prime contractor/sub-contractor
• Give Prism Overview
• Explain contract site visit process
• Establish project points of contact

Prism Set-up files

• Build contract file for Prime Contractor
• Conduct Prism training for Prime Contractor as needed

Monitoring Contracts

• Perform site visits to ensure Prime contractors and sub-contractors are adhering to EBO/SBO/DBE guidelines as required by program ordinances. Monitoring specialist will verify Prime contractor’s proposal bid submissions regarding participation plans. Prepare written report of site visit findings.

Perform Contract Desk Audit

• Analyze Prism weekly reports submitted by Prime contractors.

Dispute Resolution Mediation

• Conduct dispute resolution mediation between Prime Contractors and Subcontractors (or Prime contractors and the City) regarding progress payments & contract performance when necessary.

Punch List Meetings

• Attend the final walk through for completion of contract work items. This is necessary to determine if contractor(s) have completed all contractual obligations.

Educational Training/Certifications

• Attend training classes sponsored by National Institute of Governmental Purchasing (NIGP)
• Attend training classes sponsored by American Contract Compliance Association (ACCA) Note: ACCA’s comprehensive training program provides a unique opportunity to study among nationally recognized experts in their respective fields. The program is carefully designed to focus on the critical issues challenging our profession.
• Attend compliance training classes sponsored by Federal Agencies such as: FAA, FTA, FHWA, EPA

Outreach Sessions

• Lead organizer and participant in contract compliance quarterly outreach sessions. These sessions are designed to help increase the available pool of MBE/FBE/SBE firms.
• Attend outreach sessions hosted by other diversity and inclusion organizations located in the Atlanta region.

Best Practices

Attend Metro Intergovernmental Association of Equal Opportunity Officials (MIAEOO) quarterly meetings regarding best practices of diversity and inclusion programs. Other supplier diversity and inclusion agencies involved in this organization include Marta, Fulton County, Dekalb County, Clayton County, Atlanta Housing Authority, Atlanta Public Schools, Atlanta Beltline, Cobb County, Georgia Department of Transportation, and State of GA.

EEO Compliance Evaluations

• Analyze bid submittals for commodities and supplies for EEO compliance. Draft award recommendations for signature of Senior Manager

Annual Reporting

• Vet the annual reporting metrics for all projects monitored in all General Fund Departments.

Marginal Job Functions

• Performs other related duties as required.

Knowledge of Job

Has considerable knowledge of the policies, procedures, and activities of the Department of the Mayor as they pertain to the performance of duties relating to the position of Contract Compliance Specialist. Has the ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations. Has comprehensive knowledge of the terminology used within the department. Has the ability to communicate effectively with supervisors, and other staff members. Has the ability to use independent judgement in routine and non-routine situations. Has the mathematical ability to handle required calculations. Is able to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Has the abilityto plan, organize and prioritize daily assignments and work activities. Is able to comprehend and apply regulations and procedures of the department. Is capable of working under a minimum degree of stress related to duties that require constant attention to detail and tight deadlines. Has good working knowledge of F/MBE programs, contracting and building, and Department procedures and methods as required in the performance of duties.

Minimum Training and Experience Required to Perform Essential Job Functions

Bachelor's degree in Business/Public Administration or related field required; and one (I) year of experience in contract compliance, policy formulation and administration, quality assurance or contract monitoring and administration; OR Bachelor's degree in an unrelated field and one ( I) year of experience in contract compliance, contract monitoring and administration; or regulatory monitoring and compliance. Education and experience must provide the requisite knowledge, skills and abilities to perform this job.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of job related machines and office equipment. Must be able to move or carry related objects or materials. Physical demand requirements are at levels of those for active work.

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, technical, structural, compositional or identifiable characteristics (whether similar to or divergent from obvious standards) of data, people, or things .

INTERPERSONAL COMMUNICATION : Requires the ability to communicate with people to convey or exchange professional information .

LANGUAGE ABILITY: May require the ability to read a variety of professional, technical and administrative documentation, directions, instructions, methods and procedures. May be required to produce reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to communicate with and before others using correct English.

INTELLIGENCE: Requires the ability to learn and understand subject matter principles and techniques; to make independent judgments in absence of supervision within the scope of respective job duties and tasks; to acquire and be able to expound on knowledge of topics related to primary occupation.

NUMERICAL APTITUDE : May require the ability to utilize mathematical formulas; add and subtract; multiply and divide totals; determine percentages; determine time and weight; and interpret same as may be appropriate.

FORM/SPATIAL APTITUDE : Requires the ability to inspect items for proper length, width, and shape.

MOTOR COORDINATION : Requires the ability to utilize job related equipment in the course of accomplishing job duties and tasks associated with respective primary duties.

COLOR DISCRIMINATION : May require the ability to differentiate colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to interact with people (i.e. staff, supervisors, general public and elected officials) beyond giving the receiving instructions . Must be adaptable to performing under minimal stress when confronted with an emergency.