SUPERVISOR CONTRACTS TNDRS & PAYMENTS TW

at  City of Toronto

Job ID: 53027
Job Category: Administrative
Division & Section: Toronto Water, Distribution & Collection
Work Location: 150 Disco Rd, Toronto, ON M9W 1M4
Job Type & Duration: Full-time, Permanent vacancy
Salary: $93,734.00 - $123,449.00 annually (2024 Rate), TM2239, Wage grade 6.5
Shift Information: Monday - Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 29-Jan-2025 to 13-Feb-2025

KEY QUALIFICATIONS:

• Post-secondary degree or diploma in Finance or Purchasing; an equivalent combination of education and experience may be considered.
• Considerable experience in the procurement of construction and professional services, including preparation, execution and administration of purchasing documents, construction contracts, requests for proposals, requests for quotation, tenders, project cost control and accounting.
• Considerable experience in initiating and leading process improvements and designing and implementing new processes and procedures.
• Considerable experience with analysing and reporting purchasing and financial data including cost control, expenditure forecasting, preparation and interpretation of financial reports; and reporting on key performance indicators.
• Considerable experience in coordinating and tracking vendor payments to ensure their timeliness and accuracy.
• Considerable experience using SAP’s material management module or similar systems to run reports and analyze data.
• Experience leading, motivating, training, providing direction and/or supervising support staff in a fast paced environment.
• Ability to prepare financial statements and invoices for cost recovery on construction and professional services contracts as well as prepare year-end liability statements and account reconciliation.
• Ability to work in a highly demanding work environment with many competing priorities and deadlines.
• Ability to communicate effectively both verbally and in writing at all organizational levels.
• Proficiency in the use of general computer software including Microsoft Office (e.g., Word, Excel).
• Excellent leadership, results management and change management skills.
• Excellent interpersonal, analytical, negotiating, problem solving and conflict resolution skills.
• Ability to establish effective and strong working relationships and trust with multiple stakeholders including staff, client divisions, outside agencies, politicians and other orders of government.
• Knowledge of relevant legislations and regulations including; the Construction Lien Act, the City’s Financial and Procurement Policies, the City’s Purchasing By-Law as well as contract law, Employment Standards Act, Human Rights Act, and the Occupational Health & Safety Act.

• Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality, productivity and organizational performance, continuous learning and encourages innovation in others.
• Supervises the day to day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and coordinates vacation and overtime requests. Monitors staff attendance and performance, approves salary increments, hears grievances and recommends disciplinary action when necessary.
• Provides analysis and reports on various responsibilities and implements detailed plans and recommends policies/procedures for the unit.
• Liaison with the Procurement and Materials Management Division (PMMD), Finance Department, Insurance & Risk Management and Legal Services staff on matters related to tender calls and requests for proposals, and the execution of the corresponding contracts and agreements.
• Develops, deliver, and maintain the unit’s procurement and payment processes
• Supervises the preparation, award and execution of call documents for the procurement of professional services and construction services with SAP Ariba including construction tender documents, Requests for Proposals (RFP) and Requests for Quotations (RFQ). Reviews tender submissions.
• Supervises the preparation and processing of progress payments for construction contracts, payments for invoices and operating expenditures. Ensures all appropriate holdbacks are retained. Coordinates preparation of expenditure liabilities at year-end.
• Manages contracts, and purchasing and payable documents for storage and archive purposes.
• Ensures contractual obligations and City policies and procedures related to payments are met in accordance with construction contracts and consultant agreements.
• Ensures the provision and tracking of lien searches in compliance with the Construction Lien Act.
• Liaises and follows up with Senior Engineers, Senior Project Managers, Project Managers, Purchasing & Materials Management, Legal and other City staff with respect to claims, litigation issues on contracts and to ensure all required approvals and permits are obtained and maintained for all contracts.
• Supports and promotes the Division’s vision, strategic plan and change initiatives through leadership, participation, communication with direct reports and application of functional policy.
• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Develops and manages client and stakeholder expectations and relationships through effective service agreements, communication and monitoring of commitments and obligations.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Represents the Division/Cluster/Corporation at a variety of meetings with clients, stakeholders and service providers.