Contracts & Risk Administrator

Class Title: Contracts & Risk Administrator

Class Code: CON RISK ADMIN

Hourly: $37.43 - $51.92 | Monthly: $6488.42 - $9000.77 | Annually: $77861.11 - $108009.28

Benefits: Full-time

OVERVIEW:

This classification is responsible for managing, organizing, planning and administering the district’s procurement, contracting, and risk management functions.

SUPERVISION RECEIVED:

Works under the general supervision of the Administrative Services Director.  Follows standard processes and procedures without supervision but confirms changes to standard practices and significant decisions in advance.

SUPERVISION EXERCISED:

Supervision is not normally a responsibility of this classification; however, provides direction and guidance to staff.  Assigns work to others.

EXAMPLES OF DUTIES:
The information provided below encompasses the typical duties and capabilities linked with this classification.  Duties may include, but are not limited to the following:

• Researches, assists in preparation and issuance of complex solicitation and contract documents in accordance with district policies, current federal and state laws.
• Researches changes in federal and state laws affecting contracts and procurement and relevant federal requirements, rulings, and interpretations. Updates contracting and procurement policies and procedures as needed.
• Writes special contracts and other agreements; creates and maintains procurement and contract templates; obtains concurrence of outside counsel where needed. Assists staff in developing statements of work, schedules, work orders, and other contract requirements.
• Conducts pre-bid and pre-proposal conferences and answers questions and clarifying requirements for potential bidders and proposers. Resolves any protests received.
• Terminates contracts when required, negotiates settlement with contractor based on termination type and contract terms, and prepares termination settlement and closing documents.
• Manages the district’s risk management program and processes to minimize potential risk to the district, seeking legal and expert advice as needed. Identifies, evaluates, controls, and minimizes the exposure to loss and/or damage to physical assets, fidelity losses, and losses arising out of liability claims.
• Evaluates and administers the district’s property and casualty insurance programs. Manages contract between district and the third-party administrators for general liability claims, ensuring timely resolution including gather, review and evaluate claim loss data; document tort and property damage claims; investigates claims and evaluates district’s exposure and coverage; assists with litigation; reviews and evaluates case outcomes; monitors claim loss statistics and trends; and prepares a variety of special and periodic reports.  Supports patron accident investigations in collaboration with Safety Committee.
• Coordinates with appropriate parties to identify and maintain sufficient and appropriate insurance coverage to protect district assets including workers’ compensation, property, auto, cyber and liability coverage.
• Provides advice and counsel on insurance matters, risk assessments, and risk mitigation procedures.
• Provides guidance and training for district staff on risk management procedures and techniques.
• Administers the district purchasing card program and support all technical aspects of the program.
• Develops and provides procurement training to district staff. Develops and updates online training for ongoing support of staff.
• Develops and updates policies and procedures for district risk management.
• Assesses contract, procurement and risk management processes and procedures and develops recommendations for improvement.
• Manages district supplier database in coordination with Finance Division. Receives, evaluates, and approves new supplier applications and supplier information changes.
• Manages long-term leases and other agreements for the district. Assists accounting team with identifying and trains district staff on identifying and maintaining compliance with leases, contracts, and agreements.
• Manages the district’s water rights in coordination with Park Services including overseeing water rights, ensuring compliance by providing water use documentation, filing forms, or leased in stream water rights, paying fees and dues.
• Assists advises departments with surplus property; submits paperwork.
• Maintains the list of insured assets and updates acquisitions and disposals. Coordinates the list of insured assets with the asset management plan and fixed asset list.
• Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
• Performs other duties as assigned

KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:
The individual in this classification is expected to possess and exhibit the following knowledge, skills and abilities.

Strong Knowledge of:

• Procurement principles/practices and policies;
• Practices, principles, and procedures of risk management and analysis, and loss control;
• Principles and practices of legal liability, insurance, and self-insurance;
• Contracting methods and contract types in order to plan appropriate procurement strategies, to review specific statements of work, specifications, etc.;
• Work prioritization, solution strategy development and change management;
• Procurement systems, procedures and internal controls;
• Practices and principles of public/business contracting;
• Claims adjustment and investigation practices and procedures;
• Maintain current knowledge of the Americans with Disabilities Act (ADA);
• Public meeting laws; and
• English language including spelling, grammar and composition.

Skill and Ability to:

• Identify potential loss exposure and make recommendations for cost effective mitigation;
• Compute, analyze and interpret information and numerical data for purposes of analyzing and reporting on data;
• Use logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions, or approaches to problems based on analysis and applying mathematics;
• Evaluate and develop improvements in operations, policies, procedures and methods;
• Demonstrate initiative, flexibility and adaptability including pro-actively identifying and addressing issues and making recommendation;
• Understand and apply compliance laws regarding public meetings;
• Strong listening, analytical and critical thinking skills, creative problem solving and conflict resolution skills;
• Operate office equipment including computers;
• Effectively communicate with others verbally and in writing, including by phone, e-mail, or in person, including public speaking;
• Consistently deliver quality, timely, accurate and useful work products;
• Conduct and evaluate surveys and special studies;
• Work independently, use good judgment and initiative; and
• Establish and maintain effective, cooperative and respectful working relationships with all contacts.

QUALIFICATIONS:
The following are minimum qualifications for this classification.

Education, Experience, and Training:

1. Bachelor’s degree in public administration, business administration, risk management or other closely related field; AND
2. Three (3) years of related experience in contracts, procurement and risk management; OR
3. Any satisfactory combination of education experience and training.

WORKING CONDITIONS:

The following are working conditions, including environmental and physical demands, required for this classification.

• Remain in a stationary position (sitting or standing) for extended periods of time, move about the office occasionally.
• Must be able to travel to locations in, around, or outside the greater Bend area, including travel to District sites and community meetings.
• Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
• Ability to periodically visit project development sites and traverse uneven terrain, such as parks and trails.
• Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.
• Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
• Making substantial movements (motions) of the wrists, hands and/or fingers.
• Ability to maintain sustained concentration on computer screens; use keyboards and a variety of peripherals.
• Ability to work and maintain focus in a work environment with moderate noise (i.e., working around others making periodic phone calls or having conversations) and with frequent interruptions.
• Requires crouching, bending, kneeling or reaching to perform filing activities.
• Ability to periodically attend evening meetings.

STATUS:

Exempt

Full-Time

Benefits: Full-time

Current Job Opportunities