Purchasing & Contract Administrator | Village of Tinley Park

Position Overview

Under administrative direction of the Assistant Finance Director, the Purchasing/Contract Administrator performs professional level functions related to the Village’s procurement and contracting processes.  The Purchasing& Contract Administrator is responsible for purchases requiring a formal bid or request for proposal that exceeds $20,000, while adhering to purchasing policy guidelines adopted by the Village Board and/or statutory regulations adopted by the State of Illinois.  This position will spend a substantial amount of time reviewing and analyzing the technical aspects of formal bids and requests for proposals and ensuring that the Village exercises impartial judgment in the selection of its vendors.  

The Purchasing & Contract Administrator is also responsible for the development, implementation, and administration of all Village contracts.  The Purchasing & Contract Administrator serves as a consultant to department directors regarding contract management and provides contract and policy interpretation guidance.  The Purchasing & Contract Administrator insures compliance with Village codes, ordinances and specifications.  Contracts will include, but are not limited to, infrastructure and building construction contracts, economic development project contracts, information system contracts, risk management contracts, cleaning and property maintenance contracts, professional services and any other contract the Village may enter into.

Essential Job Functions

The duties and responsibilities listed below may not be inclusive; the listed items are only meant to provide a general idea of the functional responsibilities of the Purchasing & Contract Administrator position.  The Purchasing & Contract Administrator provides substantial guidance to department directors and managers regarding the development, negotiation, administration and close out of contracts.  

Overall Contract Management  

• Maintains the Village’s centralized purchasing operation.  Reviews Village procurement/purchasing policies, procedures, standards and processing methods, make recommendations for improvement and cost savings and assist with the implementation of the recommended improvements.
• Coordinates annual training for department in relation to purchasing policies and procedures, as well as the use of the electronic purchasing system. 
• Assists department directors with the development of cost estimates for projects/purchases that require a formal bidding process and contract.
• Determine proper methods of procurement, including evaluation of the appropriateness of sole source and emergency purchase requests.  
• Maintains and coordinates formal procurement methods, including bids and requests for proposals.
• Maintains purchasing/contracts sections of the Village’s website.
• Researches and/or assists with the development of bids, specifications and scopes of work for construction, maintenance/service, commodity and professional service contracts. Assists department directors with compilation of bid specifications and publishing of bid and/or requests for proposal, including publishing of bid on Village’s website.  Ensures compliance with public procurement regulations and ensures bid specifications are clear, biddable and not unduly restrictive.
• Assists department directors in conducting pre-bid conferences and bid openings, if requested.  
• Conducts review of bids submitted to Village by various contractors/vendors to determine compliance with bid specifications, financial status/abilities of contractor, contractor performance on similar projects, etc.        Assists with contract negotiations.        Provides recommendations of bid award to department directors.  Assists department directors with drafting of Committee agenda items requesting approval of bid award.  
• Upon approval of award by Village Board, assists department directors in obtaining draft contract from contractor/vendor for Village and outside legal review.  Also assists in obtaining all other necessary documents from contractor/vendor such as performance bonds, letters of credit, certificates of insurance, etc.  
• Coordinates and negotiates renewal and extension of contracts; mediates and resolves contract issues.  
• Tracks progress and status of all applicable contracts.
• Meets regularly with departments regarding open purchase orders to determines status.
• Manages the annual rollover process.  
• Interviews potential new vendors that could provide existing and/or new products and/or services to ascertain their qualifications.
• Assists Finance Director and/or other department directors with special projects as assigned.    

Risk Management 

• Reviews current liability insurance coverage to determine adequacy.
• Assists Finance Director and Human Resources Director with negotiation and administration of the Village’s commercial liability, worker’s compensation and employee insurance programs.  

Grants Management 

• Assists department directors, or their designee with compiling information required for grant application.
• Reviews final application, prior to submission, for completeness and accuracy.
• Assists department directors with quarterly and/or annual grant reporting requirements.
• Assists department directors with close out reports due on grants.

Letters of Credit

• Interacts with various departments regarding status of projects for which the Village is holding an open Letter of Credit
• Issues renewal, release, reduction/increase and draw paperwork.
• Tracks open Letters of Credit and notify appropriate personnel of upcoming expirations.
• Acts as liaison with legal counsel, when required.        

FIOA Liaison

• Monitors all FOIA requests related to Finance to ensure they are completed in a timely manner.  

Additional Job Functions

Other duties as assigned.

Required Knowledge, Skills, Abilities

Strong analytical skills are necessary to formulate cost estimates for contracts, compiling contract specifications and determining the award of a contract upon bid receipt.  Knowledge of municipal ordinances, resolutions, and policies such as bonding procedures is necessary.  Strong organizational skills, the ability to prioritize work and meet deadlines is required.  Ability to read, analyze and interpret federal, state and local legislation and regulations and contracts is needed.   Also required is the ability to respond to complex inquiries and/or complaints from elected/appointed officials, developers, attorneys, business community members and residents.  The ability to write reports and effectively present information to upper management, employees and the public is also needed.   Ability to work with mathematical concepts such as probability and statistical inference along with the ability to apply such concepts as fractions, percentages, ratios and proportions to practical problems are also required.

Minimum Qualifications

EDUCATION AND EXPERIENCEA minimum of five (5) years of directly related municipal experience is highly desired; less than 5 years of experience may be acceptable if candidate has a strong business management/financial/contract background outside of municipal government.  Prior contract administration and risk management experience is also necessary, along with the ability to work effectively with department directors and managers, engineers, contractors, attorneys, vendors, residents, etc.   Prior legal and/or construction experience is a plus. Bachelor’s degree in Finance, Business Administration, Political Science, Public Administration or related field is required; Master’s degree is preferred. 

CERTIFICATIONS, LICENSES, REGISTRATIONSNone

Environmental and Physical Demands

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. While performing the duties of this job the employee is required to occasionally walk and drive.  The employee is also required to occasionally bend, stoop, twist, and squat.  Frequent typing and working at a computer is also required. 

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Work is generally performed in an office setting where the noise level is usually quiet to moderate.  At times employee will be required to go to other office locations and constructions sites.

Other Requirements