Job Information
City of Jacksonville Contract Administration Analyst in Jacksonville, Florida
Contract Administration Analyst
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Contract Administration Analyst
Salary
$60,000.00 - $70,000.00 Annually
Location
Jacksonville, FL
Job Type
Civil Service
Job Number
2025-06474
Department
Office of Administrative Services
Opening Date
03/10/2025
Closing Date
3/25/2025 11:59 PM Eastern
Description
Benefits
Questions
Job Description
Are you looking for a position with a work/life balance? Do you want to earn four (4) weeks off during your first year of employment? Do you want low and no cost health insurance options? If you answered “yes” to any of these questions, you need to complete your application now. Work for the city you love!!!
The Office of Administrative Services Department is actively seeking a Contract Administrative Analyst.
Did you know as a City of Jacksonville employee, you would also have twelve (12) paid holidays and a personal leave day as well? In addition to health insurance, dental, vision, life insurance and flexible spending plans are also available. City of Jacksonville employees are also eligible for Federal Student Loan Forgiveness after ten (10) years of public service and on-time payments.
This is professional work that involves analyzing, executing, monitoring, and ensuring compliance in procurement contract administration. Work requires an in-depth understanding of procurement and contract administration methods, as well as purchasing theories, principles, practices and procedures. It also requires strong skills in researching, compiling, analyzing, and presenting data, which is acquired through a combination of training and relevant experience. May schedule, distribute, oversee, and guide the work of others. Contacts with others require interpersonal skills to understand and influence people, which are important in providing client services. This including skills of persuasiveness, assertiveness, and sensitivity to different perspectives, which are necessary to influence behavior, change an opinion, or turn a situation around. The procurement work is standardized in that tasks are covered by substantially diversified procedures and specialized government standards and because of the changing priorities or different situations, incumbents have the latitude to consider which of the many procedures or standards should be followed and in what sequence. The procurement work involves differing situations requiring use of judgment in search for solutions or new applications within one’s known experiences. Work is performed in a classroom and office environment and the physical demands consist mainly of sitting or standing for extended periods of time and occasionally lifting and moving moderate to heavy objects. Operates standard office equipment such as a personal computer. Work is performed under limited supervision where the work assignments are subject to established procedures, practices, precedents, methods, techniques, standards and /or well-defined policies and the worker plans and organizes the work, determines their own priorities and the work is reviewed, usually after the fact, in terms of quality, volume, timeliness, and for adherence to established methods, standards, and policies.
Examples of Work
Drafts, reviews and analyzes City-Wide procurement contracts to identify discrepancies, conflicting conditions or omissions, ensuring compliance with policies, procedures, regulatory requirements and industry standards.
Conducts research and analyzes historical data, current procedures, contract files, and records, to identify best practices and drive process improvements, optimizing contract efficiency.
Audits the City’s Oracle Fusion Cloud system to monitor the contract lifecycle, including renewals and expirations, ensuring full completion and proper documentation is attached to the Purchase Order Agreements.
Prepares and generate reports on procurement trends and vendor performance to support the development of supplier performance assessments systems and rating dashboards for future solicitations and evaluations.
Creates contract administration tools including forms, document templates, checklists, and standardized language for the contract administration process to ensure proper accountability from kick-off through close-out of contractual actions.
Supports the development and maintenance of the contract administration certification program database, incorporating data analytics, enhancing data management and ensuring compliance with applicable COJ policies and procedures.
Coordinates with City personnel, departments, external and internal agencies to determine procurement needs and recommends the appropriate and best procurement methodology to meet those needs.
Develops and delivers training materials for contract administrators in-person, virtual training, and both large and small group settings.
Coordinates procurement efforts across all city agencies to advise and assist with contract administration for COJ enterprise-wide contracts established for consolidating like common goods and services to obtain the most competitive prices for materials, equipment, supplies, and services.
Identifies risk related to supplier contracts and procurement processes, recommending solutions to minimize exposure and improve compliance.
Tracks contract execution progress and maintain a database to ensure accurate recording of bonds, insurance, and other risk management instruments in contract files.
Serves as a resource for administrative and analytical tasks within the Procurement Office, including but not limited to, scheduling meetings, coordinating logistics, preparing documentation, and training staff.
Represents the department and serves as a liaison between universities and professional organizations to ensure that contract administration training represents evolving industry standards.
Operates standard office equipment such as a personal computer using word processing, spreadsheet, database, and specialized procurement software, and multifunctional devices.
Assigns, schedules, monitors, reviews, and evaluates the work of assigned staff.
Provides excellent customer service through proactive responses, resolving concerns, performing research, providing referrals and follow-up.
Promotes integrity, fairness, and encourages diversity.
Demonstrates proficiency in the City’s Jacksonville’s competencies.
Performs related work as required.
Knowledge, Skills and Abilities
Knowledge of theories, principles, and practices of procurement, contract law, and compliance.
Knowledge of principles, practices and techniques to design, implement and maintain Oracle 1Cloud or related database systems.
Knowledge of municipal purchasing laws, City Charter, City Code, regulations and procedures.
Knowledge of anti-trust laws and contract laws under the Uniform Commercial Code.
Ability to demonstrate data analytical skills, using Microsoft excel, SQL, or data visualization tools.
Ability to prepare and present complex summary reports to measure contract performance.
Ability to develop and conduct training for contract administrators on procurement processes and systems.
Ability to research, analyze and interpret rules, regulations, and policies.
Ability to design, implement and maintain audit programs related to data integrity.
Ability to prepare and maintain correspondence, records, and reports.
Ability to communicate effectively both orally and in writing.
Ability to provide excellent customer service
Ability to train, assign, monitor and review the work of others.
Ability to operate a computer utilizing Microsoft Office, Procurement, Oracle Fusion 1cloud, and related software and standard office equipment.
Open Requirements/Supplemental Information
- Six years of education and/or professional experience in contract administration, analysis, finance, business, business administration, or accounting, specifically related to procurement practices and procedures.
Preferred
Prior experience in data metrics or management.
Experience working in a municipality.
Experience and knowledge of Oracle Fusion Cloud.
Certified Professional Public Buyer or Certified Public Purchasing Officer through the National Institute of Governmental Purchasing or the National Association for Purchasing Management.
OTHER REQUIREMENTS: The probationary period for this classification is 12 months.
A FULLY COMPLETED ONLINE APPLICATION IS REQUIRED. Apply at www.jacksonville.gov. Work history is required for all employment/volunteer work in which qualifications are being based. When meeting/basing qualifications on education, a copy of your college transcript, with your social blacked out, is required with your application. U.S. transcripts do not need to be official, but must state your name, the school’s name, classes taken, grades received, type of degree, and date degree was conferred. Transcripts outside the U.S. must be converted to U.S. standards.
The application system works best with Google Chrome or Edge with Chromium web browsers. Please try to apply using one of these browsers. To ensure you receive email notifications, be sure to make “info@governmentjobs.com” a trusted sender. You may also track the status of your application and see notifications by logging into your account. For further information regarding the application process. please refer to the Frequently Asked Questions on the website.
Certain servicemembers and veterans, and the spouses and the family members of such service members and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment and are encouraged to apply for positions being filled.
If claiming veteran's preference, you must attach a DD-214 (Member Form-4 copy) or military discharge papers, or equivalent certification from the Department of Veterans Affairs listing military status, dates of service and character of discharge. You must also attach the Veterans Preference Certification Form and if applicable, the additional forms as noted here: http://www.coj.net/departments/employee-services/veterans-preference.
If a candidate believes he or she was not afforded veteran’s preference, he or she may file a written complaint, within sixty (60) calendar days upon receipt of notification of the hiring decision, requesting an investigation to:
Florida Department of Veterans Affairs
Attention: Veterans’ Preference Coordinator
11351 Ulmerton Road, Suite 311-K
Largo, FL 33778-1630
Email: VeteransPreference@fdva.state.fl.us
The City of Jacksonville provides a wide array of benefits to meet the diverse needs of our employees. Our comprehensive benefit programs include medical, dental and vision plans; life insurance coverage for you and your dependents; flexible spending plans for medical reimbursement, dependent care, parking, and transit expenses; an employee assistance program for you and your dependents; a 457(b) tax-deferred compensation plan to supplement your retirement, and a ROTH IRA plan. We also provide an extensive wellness program that includes a health intervention program if qualified, lunch and learns, health fairs, and discounted gym memberships. Please visit the Employee Benefits website for details on all the plans we offer.
www.coj.net/benefits
01
Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Copying and pasting your resume or stating "see resume" does NOT fulfill the requirements of the question. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and certify that your responses can be verified from information included within the application?
Yes
No
02
Are you authorized to work in the United States without sponsorship from the City of Jacksonville either now or in the future?
Yes
No
03
The budgeted annual salary for this position is $60,000.00-$70,000.00 . This is not negotiable. If selected, would you be willing to accept this position at this salary? (Civil Service positions have a 5% increase after successfully completing probation.)
Yes
No
04
This position is located in an office and is not a remote location.
I have read and understand the above statement.
05
If you have a degree, indicate which degree you have and include any major/minor. If basing qualifications on education, a copy of your college transcript is required with your application.
06
Do you have six (6) years of education and/or professional experience in contract administration, analysis, finance, business, business administration, or accounting, specifically related to procurement practices and procedures.
Yes
No
07
Provide a detailed description (at least 3-4 complete sentences) of your experience.
08
Indicate the organization(s) you worked for where you gained this experience.
09
Prior experience in data metrics or management is preferred. Do you possess such experience?
Yes
No
10
Provide a detailed description (at least 3-4 complete sentences) of your experience.
11
Indicate the organization(s) you worked for where you gained this experience.
12
Experience working in a municipality is preferred. Do you possess such experience?
Yes
No
13
Indicate the organization(s) you worked for where you gained this experience.
14
Provide a detailed description (at least 3-4 complete sentences) of your experience.
15
Experience and knowledge of Oracle Fusion Cloud is preferred. Do you possess such experience and knowledge?
Yes
No
16
Provide a detailed description (at least 3-4 complete sentences) of your experience.
17
Indicate the organization(s) you worked for where you gained this experience.
18
Certified Professional Public Buyer or Certified Public Purchasing Officer through the National Institute of Governmental Purchasing or the National Association for Purchasing Management is preferred. Do you possess one of these certifications? If yes, list below.
19
If you are requesting veterans preference, you MUST download the appropriate state of Florida form (even if you don't live in Florida) and attach it to your application. FAILURE TO DO SO WILL DELAY YOUR VETERANS PREFERENCE STATUS. Please download the forms at http://www.coj.net/departments/employee-services/veterans-preference
Yes, I am claiming veterans preference and I understand that I MUST download the appropriate form and attach it to my application.
No, I am not claiming veterans preference and this does not apply to me.
20
If basing qualifications on education, a copy of your college transcript is required with your application. College transcripts do not need to be official, but must state your name, the name of the school, type of degree, classes taken, grades received and date degree was conferred. NOTE: A copy of your diploma does not meet this requirement. Transcripts from colleges outside of the U.S. must be converted to U.S. Standards. If required documents are not provided your application will be considered incomplete and may result in disqualification from the selection process.
I have read the above statement and understand what is required.
Required Question
Employer
City of Jacksonville
Address
117 W. Duval St. Suite 100 Jacksonville, Florida, 32202
Website
http://www.coj.net/departments/employee-services.aspx
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