Contract Specialist

The City of Franklin is a progressive community and an excellent place to live and work. Our municipal government offers abundant opportunities to build a meaningful and successful career. Roles within the City are diverse, challenging, and rewarding, and they provide employees with a strong sense of civic pride through service to the public.

Starting Pay: $33.40 - $36.35 Hourly

Benefits Information:

Purpose of Job

The Contracts Specialist is responsible for a wide variety of contracting duties, including managing and monitoring contracts across all departments; in conjunction with departments, 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.

Financial analysis, processing, and reporting

• 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.
• Work with the Law Department to ensure the document is complete; and internal processes and records are maintained.
• In collaboration with project managers, administer active construction contracts and utility agreements to identify, calendar, notify, and ensure completion and compliance with all deliverables. Track the status of state and federal grants.
• Track and process development offset agreements, such as Road Impact and Parkland fees, through collaboration with multiple departments to ensure accuracy and timeliness.
• 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.
• Maintain the citywide contract tracking system to aid in tracking expirations and renewals.
• Establish a reminder system for renewals and expirations
• In conjunction with the Sr. Accounts Payable Specialist, review contract payment requests, verify coding, and notify the departments if a discrepancy is noticed or recommended by an analyst.
• Review outstanding contracts for gaps or missing payments.
• Updated summary sheet for contract amendments and change orders.
• Aid in creating and maintaining retainage agreements, payments, and releases with the project manager.
• Analyze expenses coded to Capital Asset accounting codes after every AP cycle to verify the coding is accurate.
• Update and review the Capital Asset list monthly to verify that only items that are capital assets (design, construction, and construction admin) are listed.
• Annually prepare the Capital Asset report for Auditors, calculate depreciation for both Water & Sewer and Governmental. Work with the Lead Financial Analyst to process the Water & Sewer depreciation entry in the accounting software and update the Governmental depreciation amounts in the ACFR.
• Perform a variety of accounting and financial tasks, which may include posting financial data, balancing accounts, reconciling bank statements, and maintaining financial ledgers, as assigned.
• Prepares or completes various forms, correspondence, reports, checks, tax forms, contract files, and other documents.
• Generates computerized and/or manual reports; balances reports, submits reports to appropriate individuals or agencies, and forwards retained reports as appropriate and as assigned. Analyzes results for variances and recommends solutions for correcting.
• Receive cross-training on Accounts Payable to assist as a backup processor.
• Functions as the primary liaison between the Finance Department and Engineering for all accounting issues related to capital projects.

Accounts Payable

• Notifies departments of missing information with regard to accounts payable documentation requirements.
• Proces…