Hybrid Contract Compliance Administrator (Open Until Filled) chez City of Richmond (CA)

About the Department

Are you a detail-oriented professional with a strong understanding of public contracting and compliance? Do you take pride in ensuring policies are followed, deadlines are met, and partnerships are built on transparency and fairness?  If you enjoy working collaboratively across departments and have a passion for public service, the City of Richmond is be the place for you! We’re currently seeking a knowledgeable and proactive Contract Compliance Administrator to join our team—apply today!

As a Contract Compliance Administrator, you’ll play a critical role in overseeing the City’s contracts and agreements, ensuring they meet legal, fiscal, and social equity standards. This position serves as a key liaison between departments, vendors, and contractors—managing everything from competitive bid processes to compliance monitoring for City-funded programs and projects. Additionally, the Contract Compliance Adminisrator may ensure compliance with city programs and policies, and investigate minimum wage, labor and/or prevailing wage violations and complaints, respond to questions from community members regarding the City’s wage ordinances and will advise in pre-bid and pre-construction meetings to ensure developers and contractors are informed of the City's various programs and requirements.

Annual salary for this classification is as high as $137,627.04 at the top of the range. .Additionally, City-paid benefits include medical, dental, vision, paid vacation, holidays, administrative leave days, sick time, CalPERS retirement contribution, life insurance, disability insurance, tuition reimbursement, annual professional development reimbursement, four weeks of paid parental leave, and more! All benefit information can be found in our Benefits Summary.

Position Duties

• Applies current City policies and procedures, Richmond Municipal Code and ordinances, governmental contracting and procurement regulations, to City and departmental contracting processes; updates related policies and procedures as needed.
• Develops, administers, and coordinates contract terms and conditions related to professional services, commodities, or construction in collaboration with the City Attorney’s Office and the Risk Management Division.
• May conduct or facilitate requests for proposals (RFPs) or other competitive bid processes with or on behalf of a department, including defining scopes of work, deliverables, milestones, selecting and preparing the appropriate solicitation document, e.g., Invitation for Bids, Request for Qualifications (RFQ), or Request for Proposal (RFP), depending upon the commodities or services procured, developing competitive evaluation criteria, and other process methods.
• Reviews bids for conformance with applicable City, or funding agency, programs, and generate compliance memos for council contract awards.
• Works with departments to formulate City contracts, assisting with developing and refining scope of work, contract specifications, and other needs.
• May process Citywide contracts from inception to implementation.
• Compares costs and evaluates the quality and suitability of supplies, materials, equipment or professional services and negotiates product and services contracts.
• Reviews and modifies vendor contracts to meet Federal and State of California procurement standards, the policies of the City of Richmond, Richmond Municipal Code, and related ordinances.
• Facilitates and participates in the negotiation of contracts terms and conditions between City departments and contractors; facilitates negotiation sessions to ensure best practices and ethical procurement practices are followed; advises departments on the type, form and context of the final contract negotiated; mediates disputes to reach equitable agreement.
• Maintains effective liaison with various vendors and contractors of services and commodities.
• Confers with contractors to clarify issues on contractual requirements, terms and conditions, legal policy compliance and specifications.
• Evaluates and monitors vendor and contractor compliance with terms and conditions of agreements including, but not limited to, business license requirements, insurance requirements, deliverables, milestones, compensation, funding-source requirements, and City goals and requirements.
• Acts as a contract monitor working with departments. Monitoring duties may include the monitoring of contract expenditures, contract expiration dates, issuance and tracking of notice of contract expirations, insurance/bonding and vendor performance.
• Attempts to resolve disputes between contractor and City departments concerning deliverables, contract performance and payment schedules.

• Reviews and monitors project specifications, request for proposals, contract developments and selection processes to ensure contracting objectives, enforcement of labor laws and workforce development policies. 
• Conducts physical on-site inspection of employment practices of contracts to clarify misunderstandings and ensure compliance.
• Administers, implements, and monitors various employment programs such as Local, Small Local, Very Small Local Disadvantaged Construction Programs (LBE/SLBE/VSLBE/DBE), Minority Business Enterprise/ Women Business Enterprise (MBE/WBE), and prevailing wage requirements under Federal, State and local laws for City projects.
• Meets with developers, contractors, subcontractors, and tenants to explain the City's, or funding agency’s various social equity/justice programs and policies; encourages and assists developers, contractors, and subcontractors in achieving the City's goals for program participation, and the employment and training of Richmond residents.
• Manages City’s Certified Small Business and First Source Database.
• Investigates formal and informal complaints of non-compliance with City programs, minimum wage, and labor and/or prevailing wage violations. 
• Investigates workers’ wage complaints and responds to questions from community members regarding the City’s wage ordinances.  
• Attends, conducts and/or supports staff with pre-bid and pre-construction meetings to ensure developers and contractors are aware of the City's various programs and requirements.
• Prepares monthly reports and letters of non-compliance and/or labor violations to developers and contractors.
• Monitors City projects to ensure compliance with the various programs; Confer with contractors to ensure timely submittal of weekly payroll reports; monitor payroll reports for payment of prevailing wages and the employment of Richmond residents.
• Certifies Local, Small Local, Very Small Local firms, Minority Business Enterprise/ Women Business Enterprise (MBE/WBE), review documents submitted by company and conduct on-site review of company to determine program eligibility. 
• Provides technical assistance to current and prospective firms.
• Monitors client service providers and/or contractors receiving City funds to ensure that funding-source requirements and City goals and requirements are satisfied, and proper documentation maintained. 
• Conducts contractor audits of source documents and processes penalties as needed.
• Coordinates with and utilizes labor compliance and payroll software.

Minimum Qualifications

Required Education and Experience 

• A Bachelor’s degree from an accredited college or university in business or public administration, economics, accounting, finance, or a closely related field 
• Three (3) years of experience performing increasingly complex purchasing, contracting, or program lead of contracts. Experience in a public agency or governmental setting is highly desirable.
• Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities

• Possession of a valid California driver's license and satisfactory driving record is an ongoing requirement

• Certified Purchasing Manager (C.P.M.) or Certified Professional in Supply Management (CPSM) by the Institute of Supply Management, or Certified Public Purchasing Officer (C.P.P.O.) by the National Institute of Governmental Purchasing are desirable.

• The City’s policy is that all persons hired on or after October 18, 2021, must be fully vaccinated, including the booster, for COVID-19. New employees will be required to provide proof of complete vaccination or have an approved medical or religious accommodation before employment may commence. If you have any questions regarding this policy, please contact Human Resources. 

• Methods, principles, and practices of professional procurement in a public agency setting with emphasis on the most complex competitive solicitation process used to acquire commodities and services
• Contract negotiation methods and techniques
• Laws, ordinances and regulations concerning contraction agreements and remedies for non-compliance
• Principles of business and public administration
• Analysis and research techniques

• Preparing and analyzing technical or complex contract specifications and solicitations
• Reading, interpreting and applying rules, regulations, policies and procedures
• Analyzing situations and adopting an effective course of actions
• Composing clear and concise reports, recommendations and correspondence

• Plan, coordinate and initiate actions necessary to assist department processes, negotiate and administer contracts
• Write contractual documents
• Make oral and written presentations
• Establish and maintain effective working relationships with vendors, department representatives, and other government agencies and co-workers
• Work independently
• Compare and analyze contracts and agreements
• Conduct meetings and conferences.

Supervisory Responsibilities

• Work requires supervising and monitoring performance for a regular group of employees (1 or more full-time employees) including providing input on hiring/disciplinary actions and work objectives/ effectiveness, performance evaluations, and realigning work as needed.   

Other Qualifications