Coordinator, Contract Admin

Job Title

Under moderate supervision working from objectives set by the section manager, performs contract coordination functions, purchasing and accounts payable duties and various complex special projects and other administrative duties with a high level of professionalism and using knowledge of toll road practices, policies, and organization as related to the Harris County Toll Road Authority (HCTRA). This position utilizes Harris County's official financial and administrative software.

Provides detailed work requiring a high level of accuracy and analysis in coordinating both maintenance and construction-related contracts and agreements; researches the service and/or materials needed, and reviews, processes, and tracks the related requisitions and addenda. This position also receives, verifies, and processes HCTRA invoices for the invoices assigned to this position as well as handles a variety of special projects throughout the year including the coordination and tracking HCTRA's fleet purchases and the vehicle details from vehicle purchase to eventual auction tracking.

High degree of interaction via email, phone and meetings with maintenance and construction field personnel, a multitude of vendors, most HCTRA departments as well as multiple Harris County Departments.

• Coordinates, researches, analyzes, and assists with the formation of contract specifications and provides support to the vendors for assigned contracts and agreements.
• Researches term contracts and requests vendor quotes for materials and/or services requested by the assigned HCTRA section in accordance with Harris County Purchasing rules and procedures. Prepares and processes requisitions, addenda, and cancellations for submittal.
• Receives, monitors, and analyzes expenses. Verifies budget and PO balances and processes invoices for payment.
• Performs special assignments, conducts research, and prepares reports and supporting documentation for special projects such as performing data analysis and creating spreadsheets and other supporting documentation of expense and usage fluctuations for several large vendor accounts; creating summaries and data tracking tools related to official disaster declarations.
• Reviews, summarizes, prepares and disseminates HCTRA-related Commissioners Court agenda items as needed.
• Places orders, answers calls regarding purchase order balances and fund availability, assists with file creation, prepares correspondence, graphs, charts, and reports using various software.

Other Duties: This Job Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.

Education and Experience:

• Associates' degree in Business Administration/Finance/Accounting or related field from an accredited institution; additional experience can be substituted on a year-to-years basis for the required college education.
• Minimum two (2) years experience in Accounts Payable.
• Prior work experience in a position that requires a high degree of self-direction and organization.

Knowledge, Skills, and Abilities:

• Strong personal computer skills, utilizing software such as Outlook, Word, and Excel in a Microsoft Windows environment.
• Strong clerical skills including knowledge of standard business and office machines and equipment.
• Excellent organizational and strong problem solving skills in situations where only limited standardization exists.
• Strong decision making skills where tasks require comparing alternative courses of action.
• Ability to work independently with only general direction and utilizing established policies and objectives.
• Knowledge of office management services, functions, organizational structure, and operational policies and procedures for the department.
• Ability to handle confidential material with considerable tack and discretion.
• Ability to learn newly implemented software with proficiency and adapt to procedure changes with ease.
• Skills in excellent, above-average written and verbal communication.
• Ability to handle a variety of multiple tasks at one time in a very fast paced environment within timeline constraints.
• Ability and commitment to meet and track multiple deadlines and prioritize work.
• Ability to maintain a professional attitude and interact well with all office personnel at all levels including other County Department personnel.
• Ability to be dependable and maintain good attendance.
• Ability to collect, evaluate, and analyze data relating to administrative functions such as accounting, personnel and purchasing.

Physical Demands:

• This is largely a sedentary role.
• However, the position frequently requires reaching, stooping, or bending.
• Occasional light lifting, such as paper, files, or books (up to 20 pounds or an equivalent weight) may be required.

Note: Qualifying education, experience, knowledge, and…