Applications will be accepted through January 15, 2021 - Apply on-line at www.wfec.com
SUMMARY: Under the supervision of the Manager, Procurement Services, the Contract Administrator prepares contract documents for bidding of materials, services, and construction activities in support of cooperative procurement activities in the most fair, ethical, sound, and economical manner. The incumbent ensures all work is completed in accordance with WFEC Administrative Procedures (including all procurement guidelines/practices), Rural Utilities Services (RUS), lending agency regulations and, when necessary, Federal Emergency Management Agency (FEMA) guidelines. Performs supplier evaluation following product delivery, measuring adherence to the contract terms and conditions; adherence to goods and services specifications, quality, and quantity; as well as on-time delivery and responsiveness. Works with legal services to ensure all contract documents are compliant with the cooperative requirements.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following; other duties may be assigned. Serves as WFEC's primary source regarding all areas of the contracting process, including but not limited to; development of capital request for quotes (RFQ) and request for proposals (RFP), contract negotiation, contract management, correct knowledge/application of contractual terms and conditions regarding WFEC risk and legal protections, and high efficiency in procuring goods and services at terms favorable to WFEC. Administers all aspects of assigned contracts for goods and services. This includes but is not limited to; the coordination of the pre-bid meetings and bid openings, negotiation and performance warranties, liquidated damages, payment terms, award of contracts, monitoring contractor performance, change orders and amendments, and assisting with the development of Board Resolutions required for contract approval, amendments, and closeouts. Manages the coordination and approval process for contracting documents, ensures proper signatures, and archives executed contracts. Performs analysis and consults with legal services to determine the best type of contract with applicable terms and conditions to meet the needs of WFEC and its lending agencies' compliance requirements. Uses Rural Utilities Service (RUS) guidelines and forms to assist in writing and negotiating contracts and ensures that each covers the scope of the submitted project in accordance with WFEC policies and procedures. Obtains and utilizes knowledge of WFEC purchasing policies and procedures for contracting purposes and serves as backup for purchasing duties and projects assigned by management as needed. Performs as a highly collaborative individual with the ability to work with multiple departments and build strategic and mutually beneficial relationships at all levels. Obtains understanding of each assigned project and milestones to support the project manager in development of a well-defined scope of work during the initial planning phase. Creates and maintains an effective system to track and report critical, time-sensitive issues related to contract and purchase order administration. Serves as the Administrator of WFEC's bid portal. Utilizes the portal, to distribute RFPs or RFQs, monitor activity, receive, and review bids for compliance and tabulates bid responses. Provides guidance and training for those that utilize the portal. Utilizes corporate document management and purchase order system to orderly store and provide access to executed contracts and associated documents. Implements procedures to ensure contract documentation and administration comply with industry best practices and metrics. Serves as the contract subject matter expert and liaison between project managers, suppliers, and legal services. Assists in identification and resolution of contractual issues, providing resolution for various issues, such as contractual non-performance, amendments, claims, and defaults. Adheres to and demonstrates contract compliance with appropriate electric utility industry regulatory requirements. Remains knowledgeable of changes in regulations, laws, standards, and best practices applicable to WFEC including, but not limited to; environmental, safety, North American Electric Reliability Corporation (NERC) Reliability Standards, RUS contract requirements, and FEMA procurement guidelines. Coordinates evaluation, pre-qualification and tracking of new vendors/suppliers for contracting eligibility with multiple departments.
COMPETENCIES: To perform the job successfully, an individual should demonstrate the following competencies:
Analytical: Synthesizes complex or diverse information; Collects and researches data; Uses experience to complement data; Designs work flows and procedures.
Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Professional Knowledge: Generates creative solutions; Translates concepts and information into applications; Uses feedback to modify recommendations; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Oral and Written Communication: Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings; Writes clearly and informatively; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Planning/Organizing: Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives; Develops realistic action plans.
Adaptability: Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected outcomes.
Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Customer Service: Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments to customers.
Cost Consciousness: Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.