Contract Management Coordinator at City of Philadelphia

Philadelphia, Pennsylvania, United States -

Full Time

Start Date

Immediate

Expiry Date

15 Jan, 26

Salary

90000.0

Posted On

17 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Management, Contract Management, Analytical Thinking, Strategic Thinking, Procurement Software, Microsoft Office Suite, Organizational Skills, Interpersonal Skills, Communication Skills, Time Management, Written Skills, Attention to Detail

Industry

Government Administration

Description

Company Description A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact. As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here. What we offer Impact - The work you do here matters to millions. Growth - Philadelphia is growing, why not grow with it? Diversity & Inclusion - Find a career in a place where everyone belongs. Benefits - We care about your well-being. Agency Description The Managing Director’s Office (MDO) is a cabinet-level office with oversight of the City’s operating departments. The MDO works with these departments to: Create and successfully enact new policies. Deliver efficient, effective, and responsive public services. Implement the mayor’s vision. The MDO oversees the following divisions: Capital Program Office Community Services Community Safety General Services Health and Human Services Office of Children and Families Office of Transportation and Infrastructure Systems Job Description Position Summary The MDO Contract Management Coordinator provides essential coordination and support for the Managing Director’s Office (MDO) in managing its contracting and procurement activities. This role focuses on enhancing operational efficiency through the development, coordination, and oversight of a wide range of contract management functions. Employees in this class are responsible for developing, monitoring, and improving contract administration within the Managing Director’s Office. Work involves drafting and refining procedures, reviewing contract requests and proposals, and serving as a liaison among departmental staff, providers, and City agencies throughout the contract development and approval process. Essential Functions Duties include but are not limited to: Oversee all aspects of contract management for the MDO Collaborates with project managers and stakeholders to understand professional services contracts needs and requirements. Oversees the preparation, review, and processing of procurement requisitions for content and conformance to specifications. Oversee the preparation, review, and processing of contracts, amendments, and renewals. Ensures all contract documents are complete, accurate, and compliant with City policies and regulations. Maintains accurate documentation of contract changes and amendments. Uses the City's systems (ADPICS, ACIS, etc.) to track and process contracts to assure contract conformance, in coordination with the Law Department and requesting agency. Works to resolve any disputes between City and vendors/contractors. Notifies agency contacts of upcoming contract expirations, renewals, or milestones. Assists agency project contacts with managing and communicating to vendors, providers, and contractors around timelines, expectations, and/or policy/procedural changes. Ensures compliance with budgetary constraints and local, state, and federal procurement laws, regulations, and policies. Establishes and maintains internal controls to mitigate risks in the contract management procurement process. Develops and manages procurement forecasts and processing of contracts, purchase orders, and other related procurement activities. Provides guidance and training on contract management and procurement policies and procedures to City agencies. Resolves procurement problems, such as delays and execution of contracts, with vendors/contractors and agency representatives. Serves as point of contact for City agencies regarding contracts or procurement-related inquiries. Supports City agencies to develop Request for Proposals for professional services. Serves as liaison with Procurement Department, Law Department, and Office of the Director of Finance. Maintains documentation for, and coordinates responses to, audits and reviews. Performs additional related work as required. Required Competencies, Knowledge, Skills, and Abilities Includes but not limited to Strong project management skills. Must have knowledge or/ability to learn: Various types of material and service contracts, related documents, City policies, and procedures as they relate to the processing of contracts management system Contractual procurement procedures and methods commonly used by City agencies in the processing of contracts Use of proprietary software systems, such as ADPICS and ACIS Contract management skills. Analytical and strategic thinking abilities. Proficiency in procurement software and Microsoft Office Suite. Ability to effectively manage multiple projects, tasks, and priorities in a fast-paced environment Strong organizational skills and attention to detail Flexibility to both work independently and as part of a team Strong interpersonal skills with the capacity to collaborate across diverse teams and city departments Strong communication and time management skills Strong written skills with confidence in editing and content development Qualifications Bachelors' degree in relevant field or equivalent experience At least three years of contract management or contract compliance experience which has involved contract preparation, processing and administration. Other experience such as finance, budgeting, or various administrative functions may be considered. Experience with City of Philadelphia contracting and procurement desired We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria, we encourage you to apply. Additional Information TO APPLY: Interested candidates must submit a cover letter and resume. Salary Range: $70,000-$90,000 Discover the Perks of Being a City of Philadelphia Employee: Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more. Parental Benefits: The City offers its employees 8 weeks of paid parental leave. We offer Comprehensive health coverage for employees and their eligible dependents. Our wellness program offers eligibility into the discounted medical plan Employees receive paid vacation, sick leave, and holidays Generous retirement savings options are available Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness. Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too! Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth! *The successful candidate must be a city of Philadelphia resident within six months of hire Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated. The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected]. For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx

Responsibilities

The MDO Contract Management Coordinator oversees all aspects of contract management for the Managing Director’s Office, enhancing operational efficiency through coordination and support. This role involves developing, monitoring, and improving contract administration while serving as a liaison among various stakeholders.