Job Posting #21880
Community Services Contract Administrator
Approximate Duration: 6 months
About Niagara Region
Serving a diverse urban and rural population of more than 430,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada's most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada's most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario's most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.
Reporting to the Manager of Compliance and Community Engagement, the Contract Administrator serves as a liaison between the Niagara Region and vendors/ service providers and funders involved in the contract cycle.
The position develops, coordinates and monitors contract processing procedures and activities, reviews contract requests and proposals.
This position will ensure timely and efficient processing of contracts and agreements..
- Post-secondary diploma in business administration or law clerk or related program or equivalent experience.
- Contracts management certificate/ specialization is preferred
- 3 years’ experience working in contract administration/ management.
- Experience working in Municipal setting is preferred
- Knowledge of WSIB and other relevant legislation is preferred
- Excellent working knowledge of word processing, spreadsheet and database computer applications.
- Insurance and related risk management knowledge is preferred.
1. Assesses, develops and implements procedures for contracts management and administration in compliance with corporate policy and in collaboration with procurement and strategic acquisitions staff.
- Conducts analysis to determine existing contracts management procedures
- Revise existing procedures/ workflow/ standards and develop new ones to increase efficiency and effectiveness of contract cycle
- Works with departmental and interdepartmental staff to determine necessary departmental terms and provisions related to such things as scope of work to be included in contracts
- Develops standard formats to clarify contract terms and provisions in consultation with legal services regarding any legal term and condition
- Monitors new procedures to determine their effectiveness
- Assess available technology system functionalities to address contract management needs
- Develop key performance indicators to monitor service (e.g. quality, timeliness client-supplier relationship, cost control)
- As appropriate, contribute to or influence corporate policies.
2. Working with Community Services business units, prepares contracts based on templates approved by Legal Services, such as leases, license agreements, employment agreements and development agreements.
- Reviews and completes agreements for various Regional departments and provides advice
- Reviews contracts and associated documents, ensuring appropriate authorizations are in place to ensure compliance with Regional policies and by-laws and the protection of the Region’s interests
- Work with Legal Services / Procurement and other corporate service departments to determine contractual insurance and other contract security requirements
- Work with Finance to ensure adherence to financial policies and procedures
- Maximize contract technology system to efficiently manage contracts.
3. Monitor compliance with established procedures and key performance indicators. Identify areas of recurrent pressure.
- Oversee service level agreement compliance and monitor transaction compliance (milestones, deliverables, invoicing etc.)
- Tracks administrative progress of contracts, administers contracts, and prepares reports to minimize delays and follow up with providers to ensure required contract documents are submitted in a timely manner
- Maintain contractual records and documentation such as receipt and control of all contract correspondence, customer contact information sheets, contractual changes, status reports and other documents as required
- Track and maintain data to measure key performance indicators,
- Prepares knowledge products (reports, statistical reporting) to Senior Leadership Team and as requested from project owners or other departmental staff as appropriate (e.g. auditor)
- Ensure contract close-out, extension or renewal and communicate future action to contract owner.
4. Serve as a point of contact for project managers/ business unit managers on contractual matters.
- Provide guidance on contract matters to business managers/contract owners in accordance with Corporate Policy
- Manage ongoing administrative contract management issues
- Train new contract owners in contracting practices and procedures in collaboration with procurement and strategic acquisition staff.
- Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons.
- Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values of service, honesty, choice, partnership and respect.
Uncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow's challenges TODAY!
Let us know why you would be an excellent team member by submitting your online application.
We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.
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