Contracts Coordinator - Public Works

Purpose of Classification

The purpose of this classification is to perform responsible and independent contractual work in the Public Works Department. Key responsibilities include overseeing contracts, supervising contractors and ensuring vendor compliance, processing invoices, coordinating negotiation activities, and analyzing and interpreting contracts. This position is also responsible for applying best practices in contract administration and ensuring that all contracted services are delivered effectively, in compliance with City policies, and within approved budgets.

May be required to work during a declared emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

Will not be required to work during a declared emergency. The employee’s Department Head will determine when the employee will be required to work.

• Prepare, review, and process contracts, amendments, bids, and related legal documents.
• Review contractor invoices for accuracy and compliance.
• Maintain an organized system for tracking contract status, key dates, deliverables, and renewals.
• Ensure contracts follow scope of work, bid requirements, policies, and regulations.
• Collaborate with Legal, Procurement, Finance, and project teams to ensure contract terms meet city policies and requirements.
• Ensure contracts comply with internal control, legal standards, and regulatory requirements.
• Support contract negotiations by preparing documentation and gathering necessary approvals.
• Manage or assist with updating contract templates and drafting standard agreement language.
• Provide administrative support during audits and internal reviews related to contracts.
• Respond to internal and external inquiries regarding contract status and interpretation.
• Use contract management software to input and maintain accurate contract data.
• Verify invoices submitted to the Public Works Finance team have been reviewed and are in compliance with the Bid Documents/Scope of Work.
• Receive various forms, reports, contractor applications, contractor bids, change orders, insurance certificates, construction specifications, or other documentation to review, complete, process and forward or retain as appropriate.
• Maintain working relationship with Finance/ Procurement to coordinate activities required for all types of procurement and bidding procedures while maintaining current bidding documents.
• Coordinate activities involving negotiation, administration, monitoring, and maintenance of contracts.
• Research, review, and prepare new and current documents such as bid requests, bid evaluation worksheets, project worksheets.
• Develop policies and procedures regarding Public Works department’s contracts and agreement processes.
• Initiate change orders, purchase requisitions, purchase orders, payment orders, and budget transfers with the Public Works Finance team.
• Ensure contractors’ performance is in accordance with the terms and conditions of the contracts/agreements, including providing proof of licensure, registrations, certificates, bonds, insurance, and other financial assurances and guarantees.
• Assist with contract negotiation and administration of contracts; confer with user departments, vendors, contractors, local/state agencies, sales/service representatives, and other individuals.
• Perform procurement duties for the Public Works Department; schedule and arrange meetings and appointments; prepare business correspondence with vendors.
• Maintain organized records and files for contracts, budgets, purchasing, and other departmental documents.
• Attend staff meetings and provide support to supervisors and division directors.
• Work with supervisors and division directors to ensure timely submission of invoices.
• Oversee contractors assigned to each contract.
• Supervise and hold contractors accountable for performance and deliverables.
• Develop and implement contract monitoring, metrics and reporting processes to facilitate review, evaluation and reporting on status/progress regarding agreements.
• Provide information, assistance, and technical expertise to other staff…