CONTRACTS ADMINISTRATOR

JOB ANNOUNCEMENT

Contracts Administrator

Contracts Division

Office of Public Safety Administration (OPSA)

Number of Positions: 1 (Additional vacancies possible pending budget approval)

Starting Salary: $121,668.00

JOB ANNOUNCEMENT

The Contracts Administrator is responsible for leading and supervising Contracts staff while overseeing the full lifecycle of complex procurements and agreements. This role manages workload distribution, reviews and approves solicitations and contract documents, and serves as the primary escalation point for negotiations and compliance matters. The position ensures adherence to procurement regulations, MWBE requirements, and fiscal controls, while providing strategic guidance to internal stakeholders and mentoring team members to promote consistency, accountability, and operational excellence in contract administration.

ESSENTIAL DUTIES

* Implements procurement and delegate agency contracting policies and procedures

* Assigns and reviews the work of staff to ensure compliance with standards and procedures established by the Department of Procurement Services (DPS)

* Directs research and development of end user requirements and specifications for Requests for Proposals (RFPs) and bids to be advertised

* Directs staff in working with department managers to draft contract specifications, compile contract documents and negotiate terms and conditions with vendors, when applicable

* Negotiates or drafts contracts for professional services evaluation committees

* Drafts evaluation criteria for RFP evaluation committees

* Serves as a voting member of evaluation committees for department specific and citywide RFPs

* Oversees the negotiation and monitoring of disadvantaged, minority and women owned business enterprise (DBE/MBE/WBE) programs

* Supervises staff responsible for the preparation, processing and compiling of delegate agency contracts

* Maintains a contract database to manage the expiration and renewal of contracts in a timely manner to avoid service interruption to the department

* Reviews completed contract packages for appropriateness, completeness and conformance to established policies and standards and forwards to oversight departments for approval

* Directs the review of bids submitted by vendors and the selection of the lowest responsible bidder

* Confers with staff on the effectiveness of contract terms and conditions, negotiates requested changes with vendors and prepares contract amendments

* Represents the department on contracts, provides justification for non-competitive bid requests and attends Non-Competitive Review Board (NCRB) meetings

* Reviews, negotiates, and monitors contractual agreements to ensure the efficient acquisition of equipment, materials, products, and services for a department (e.g., non/construction, sewers, capital projects)

* Monitors vendor performance to ensure compliance with contract terms and conditions

* Resolves vendor compliance issues and escalates to appropriate parties when necessary

* Analyzes and evaluates bid specifications, tests, reports, and other relevant data

* Monitors contract award process

* Conducts research and benchmarking to identify contracting opportunities that will increase or improve department operating efficiencies

* Acts as a liaison to DPS, vendors and departments involved in the contract process to expedite or resolve problems

* Confers with the Law Department, Risk Management and DoIT to ensure that specifications and contracts are consistent with City and State statutes, ordinances and policies

* Oversees the maintenance of contract records and files

* Reports on the status of contracts and budgetary reports relative to contract spending

* Prepares financial status reports for capital improvement projects

* Prepares letters, memoranda and other correspondence or edits staff correspondence for submission to department executive staff

* Develops, coordinates, and finalizes complex contractual funding and financing arrangements

* Verifies the delivery and receipt of contracted products and services

* Monitors staff productivity levels to ensure continuity of services and commodities for department operations

* Attends and conducts pre-bid conferences, bid openings, delegate agency roundtables, and potential vendor site visits, as needed

NOTE: The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class.

Location: Public Safety Headquarters, 3510 S. Michigan Avenue

Days: Monday - Friday

Hours: 8:00 a.m.- 4:00 p.m.

THIS POSITION IS EXEMPT FROM THE CAREER SERVICE

Graduation from an accredited college or university with a Bachelor's degree plus five years of work experience in the development, negotiation, and administration of procurement contracts; or an equivalent combination of education and experience.

Disclaimer - "Accredited" means any nationally or regionally accredited college, university, or law school where the applicant is enrolled in or has completed an Associates, Bachelors, Masters, or Juris Doctorate degree program.

NOTE: You must provide your transcripts or diploma, valid U.S. Driver's License, professional license, or training certificates, at time of processing, if applicable.

Selection Requirements

This position requires applicants to complete an interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position will be selected.

Evaluation: Your initial evaluation will be based on information provided on the application form and documents submitted with the application. Applications must be submitted by the individual applicant. No second party applicants will be accepted.

Successful candidates may be required to pass a drug screen. Candidates offered employment must complete a background investigation and pass all pre-employment exams prior to appointment.

Residency Requirement: All employees of the City of Chicago must be actual residents of the City as outlined in 2-152-050 of the City of Chicago Municipal Code. Proof of residency will be required.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ANY AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago is an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.

City of Chicago

Brandon Johnson, Mayor

Please note, all positions with the City of Chicago close promptly at 11:59pm C.D.T. Applications for this position will be accepted from March 18, 2026, until 11:59p.m. CDT on March 31, 2026. No exceptions will be made.