Contracts Administator


End Date:
Date Posted:
Job Code:
Analyst H
City Hall
109 3rd Ave S
United States of America


  1. Purpose of Job

The Contracts Administrator is responsible for a wide variety of procurement and contracting duties, associated primarily with capital investment projects, utility agreements, and relocation agreements, including drafting contracts, task orders, work requests and interagency agreements; preparing bidding documents and conducting bidding processes; working with the Law Department to ensure the document is complete, and insurance and bonding requirements are met prior to contract execution; preparing reports; recording documents; maintaining the contract log and filing system; and working with project managers to administer active contracts. This position is responsible for the tracking of grants, accounting and processing invoices including all reimbursements through project closeout. The position also manages the City's records.


The position requires demonstrated skill in public procurement and contracting for formal and informal bidding processes and proven experience in all phases of the contracts lifecycle. The Contracts Administrator works independently on assigned contracting tasks with general guidance from the City Engineer or their designee. Work is performed in a professional office setting and in a team environment.



  1. Essential Job Duties 
  • Facilitate procurement for capital investment projects and professional and general services: RFQ, RFP, and invitation to bid processes; scheduling; noticing; assembling bid documents; pre-bid meetings and bid openings; and preparation of contracts.
  • Manage contract development through all lifecycle stages (draft, revision, approval, filing, and distribution); ensuring that insurance and bonding requirements are met; working with the Law Department to ensure the document is complete; and internal processes and records are maintained.
  • Professional interaction with colleagues throughout the city, other public agencies, contractors, consultants and the general public.
  • Administration of active contracts and utility agreements to identify, calendar, notify, and ensure completion and compliance with all deliverables in collaboration with project managers and responsible parties.
  • Provide on-going assistance to staff on contract development and compliance issues.
  • Ensure that the final documents are filed and archived pursuant to the  management policies and procedures, ensure revisions to the documents are updated.
  • Evaluate records for retention in compliance with BOMA-approved policies.
  • Perform special projects as requested and other duties as assigned.
  • Analyze Bids.
  • Assemble documentation and prepare and present reports to Elected Officials on the status of projects.
  • Prepare requests for payment and grant reimbursements.



  1. Classification Requirements:

These requirements are representative of the minimum knowledge, skill, and ability required for an individual to satisfactorily perform the essential functions and responsibilities of the position.


Knowledge of:

  • Formal and informal competitive bidding principles and processes and legal requirements.
  • Best public agency practices to procure goods, services and public works construction.
  • Basic principles of contract law, and Tennessee Public Records law.
  • Types of agreements used in construction projects and interagency partnerships.
  • Use and evaluation of insurance certificates.
  • Records management principles and procedures and maintenance of files and file systems.
  • Basic principles of governmental finance.


Ability and Skill in:

  • Developing and/or managing contracts, including tracking documents through the contracting lifecycle, contract compliance items, and keeping organized records.
  • Researching, reading, and comprehending complex contract documents.
  • Organizing and successfully completing a variety of contracts-related responsibilities for complex and visible public projects.
  • Interpreting, applying and explaining policies, procedures, instructions, contract requirements, and applicable laws and regulations.
  • Comprehending and following verbal and written instructions in technical and non-technical language; explaining complex issues in an understandable way.
  • Preparing detailed, complete and timely reports and related documentation;
  • Demonstrating excellent verbal and written English language skills; communicating effectively and establishing working relationships with City staff and Board members, appointed commissioners, the general public, other government agencies, businesses, consultants, contractors and developers.
  • Applying logical and team-based problem-solving techniques that build collaboration and ensure efficient use of resources.
  • Managing a variety of competing tasks and priorities while meeting deadlines.
  • Taking initiative, overcoming obstacles and maintaining momentum on assignments.
  • Anticipating questions, issues and concerns and acting as an effective troubleshooter.
  • Proficiency in Microsoft Office including Access and ability to use database management.
  • Administering records management protocols; applying records retention policies.
  • Working independently with general guidance from supervisor.
  • Making decisions and exercising good judgment; demonstrating political astuteness.
  • Maintaining poise while dealing with people in difficult situations; exercising tact and diplomacy; interacting in a professional and courteous manner at all times.
  • Maintaining confidentiality of all matters.



Minimum Requirements

  1. Qualifications

Strongly Preferred Experience and Training:

  • Four-year degree in a related field.
  • At least four years' experience with competitive bidding processes, preparing a variety of contract documents; writing, administering and enforcing contracts and legal agreements.
  • Managing records.
  • Any combination of experience and training that provides the equivalent scope of knowledge, skill and technical ability to properly perform the work as described.


  • Required Certifications/Licenses:
    • Valid Tennessee Driver License