State of Maryland

A Contract Administrator III, DBM is the full performance level of professional contract management work in the Department of Budget and Management (DBM). Employees in this classification administer and ensure contractual compliance of contracts under the Office of Personnel Services and Benefits (OPSB). Employees in this classification are responsible for the management and oversight of assigned contracts throughout all phases of the contract lifecycle which involves planning, organizing, and executing contract development, negotiation, performance monitoring and compliance, vendor management, change management, close-out and other activities associated with the contract management process. Employees in this classification do not supervise.

Employees in this classification receive general supervision from a Contract Administrator Supervisor DBM or other designated administrator. Employees in this classification will be expected to travel throughout the state of Maryland to conduct visits and on-site audits of records, documents, and operations of vendors.

Positions in this classification are evaluated by using the classification job evaluation methodology.  The use of this method involves comparing the assigned duties and responsibilities of a position to the job criteria found in the Nature of Work and Examples of Work sections of the class specification.

The Contract Administrator Trainee DBM, Contract Administrator I DBM, Contract Administrator II DBM, and Contract Administrator III DBM are differentiated on the basis of degree of supervisory control exercised by the supervisor over these employees. The Contract Administrator Trainee DBM learns to perform duties under close supervision.  The Contract Administrator I DBM performs duties under close supervision.  The Contract Administrator II DBM performs the duties under close supervision at times and under general supervision at other times depending upon the complexity of the specific duty being performed. The Contract Administrator III DBM performs the full range of duties and responsibilities under general supervision. The Contract Administrator III DBM is differentiated from the Contract Administrator Expert DBM in that the Contract Administrator Expert DBM may lead lower-level Contract Administrators DBM and is responsible for administering the most complex and difficult contracts which require extensive analyses and evaluation to reach decisions on the appropriate courses of action or developing and establishing new standard operating procedures, strategies, workflows, and technologies for contract management operations.

Manages and oversees assigned contracts throughout the contract lifecycle by planning, organizing, and executing pre-award, award, and/or post-award activities;

Tracks and monitors vendors performance to ensure deliverables are satisfactorily met in compliance with contract specifications, special provisions, terms and conditions;

Reviews and analyzes contract requirements and applicable State, federal and local laws, regulations, policies and procedures to ensure contract compliance and quality assurance by identifying deficiencies and working with vendors to resolve issues and mitigate risks;

Prepares, conducts and examines performance guarantee and quality assurance reviews, and makes recommendations for liquidated damages assessments and corrective actions such as withholding of payment or termination of contract;

Processes invoices, ensures proper and timely vendor payments, and assists with the implementation of fiscal controls necessary to ensure contract spend does not exceed maximum ceiling;

Participates in procurement solicitations including preparing contract scope of work, preparing Board of Public Works (BPW) agenda submissions, attending pre-bid/pre-proposal conferences, responding to vendor questions, and participating on evaluation committees to determine contract awards;

Prepares contract renewals, modifications, and task orders;

Confers with State agency officials, contractors, and applicable parties to administer contract compliance reviews, communicate outcomes and trends, and address and resolve contract-related issues;

Creates new audit methodologies, manuals, and guidelines for new compliance and quality assurance reviews, and edits existing audit manuals and guidelines annually;

May develop and implement standard operating procedures (SOPs) manuals, policies, procedures and systems for agency contract management activities and processes;

May provide training and consultation to agency personnel regarding contract management, vendor management, compliance, and applicable contracting laws, regulations, policies and procedures;

Performs other related duties.

Knowledge of contract management principles and practices;

Knowledge of government procurement and contracting laws, regulations, policies and procedures;

Knowledge of the principles and practices of management and public administration;

Knowledge of auditing principles, procedures, and techniques;

Skill in reviewing, analyzing, and approving contract or procurement documents and submissions for required content and proper format;

Skill in resolving practical and complex contract issues relating to contract compliance, modifications, progress and payments, and other similar issues;

Skill in researching discrepancies in accounting and budgetary data and making necessary adjustments;

Skill in providing guidance and formal training to agency staff in contract or procurement laws, regulations, policies and procedures;

Skill in monitoring modal agency compliance with enterprise level contract or procurement laws, regulations, policies and procedures;

Skill in using personal computers to prepare related contract documents;

Ability to construct, review and recommend approval of contract-related agenda item submissions to the Board of Public Works;

Ability to work and complete assignments under strict timelines;

Ability to establish and maintain effective working relationships with employees at various levels of State government and private sector vendors;

Ability to communicate effectively with all levels of officials both inside and outside the agency.

Experience: Four years of professional experience in contract management or procurement involving duties such as: soliciting, evaluating, negotiating, awarding, and administering contracts and ensuring compliance with governmental procurement laws, regulations and conditions.

Notes:

1. Candidates may substitute the completion of 30 credit hours from an accredited college or university, on a year-for year basis, for up to three years of the required experience.

2. Candidates may substitute certification as a Certified Professional Contracts Manager from the National Contract Management Association for four years of the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer in Contracting, Industrial Management or logistics specialist classifications or administrative support specialty codes in the procurement or financial management fields of work on a year-for-year basis for the required experience.

Class specifications are broad descriptions covering groups of positions used by various State departments and agencies.  Position descriptions maintained by the using department or agency specifically address the essential job functions of each position.

This is a Skilled Service classification in the State Personnel and Management System.  All positions in this classification are Skilled Service positions.  Some positions in Skilled Service classifications may be designated Special Appointment in accordance with the State Personnel and Pensions Article, Section 6-405, Annotated Code of Maryland.

This classification is not assigned to a bargaining unit, as indicated by the designation of S (Supervisor), M (Manager), T (Agency Head), U (Board or Commission Member), W (Student), X (Used by Agency or Excluded by Executive Order), or Z (Confidential).  As provided by State Personnel and Pensions Article, Section 3-102, special appointment, temporary, contractual, supervisory, managerial and confidential employees are excluded collective bargaining.  Additionally, certain executive branch agencies are exempt from collective bargaining and all positions in those agencies are excluded collective bargaining.