Contract Administrator

Are you passionate about building strong vendor relationships and an experienced contract administrator? If so, wed love for you to join our team! Prince William County Parks & Recreation is looking for a Contract Administrator to join the Parks & Recreation Finance team and help bring our mission and vision to life while being the subject matter expert on procurement contracts and vendor relations. With a service portfolio that includes 81 parks, 2 waterparks, 4 community pools, 2 indoor aquatic and fitness centers, 3 community centers, 3 golf courses, over 50 miles of trails, and 15 historic sites, our offerings are diverse and expansive.

About This Role

As the Contract Administrator for the Department of Parks & Recreation (DPR), you will play a pivotal role in managing the full lifecycle of procurement contracts in strict accordance with county policies. Your expertise will ensure that contracts are executed smoothly, contractors are held accountable, and departmental goals are achieved efficiently. Your responsibilities will include:

Contract Lifecycle Management, Administration and Oversight: Establishing and maintaining a formal Contract Administration File throughout all phases of the contract lifecycle, in accordance with county procurement policies. Performing all contract administrator duties for procurement contracts used by DPR. Monitoring contractor performance and maintaining thorough written records, including documentation of contract changes and amendments.

Issue Resolution and Compliance Coordination: Coordinating and leading resolution efforts for contractor performance issues, billing discrepancies, and other compliance concerns.

Contract Close-Out and Renewal Management: Managing contract close-out processes for expiring contracts and coordinating the renewal of applicable agreements.

Contract Solicitation Development: Developing and managing contract solicitations, including drafting scopes of work, timelines, and evaluation criteria to support transparent and competitive procurement.

Vendor Onboarding and Alignment: Leading kickoff meetings with vendors for newly awarded or renewed contracts to ensure alignment with terms, deliverables, and departmental expectations.

Collaboration with Stakeholders: Working closely with internal teams, procurement officials, and vendors to ensure contracts meet operational and legal requirements.

The successful candidate will:

• Possess exceptional communication skills with the ability to build and maintain strong working relationships with internal stakeholders, clients and vendors.
• Clearly articulate contract terms and lead constructive discussions with stakeholders at all levels, providing clear guidance and fostering collaboration.
• Utilize strong Excel skills to manage large datasets integral to contract administration.
• Take initiative by identifying and starting tasks independently, requiring minimal supervision.
• Exhibit strong attention to detail, ensuring accuracy and thoroughness in all tasks.
• Organize work effectively by setting clear priorities and consistently meeting critical deadlines.
• Show flexibility and efficient time management to adapt to changing demands and ensure productivity.

Minimum Requirements:

High school diploma or G.E.D. and 4 years of related contract administration or procurement experience. Must possess certification by a nationally recognized professional purchasing organization or Virginia Contracting Officers (VCO) certification or the ability to meet the requirements to obtain the certification within one year of employment.

Preferences:

• Bachelors degree in Public or Business Administration, Accounting, or a related field.
• 5 or more years of experience in contract administration: including drafting, reviewing, and managing contracts, negotiating terms with vendors or clients, and ensuring compliance with company policies and legal regulations.
• Virginia Contracting Officer (VCO) or Certified Professional Public Buyer (CPPB) Certification
• Knowledge of Generally Accepted Accounting Principles (GAAP), procurement regulations/procedures, and internal controls.
• High proficiency with Microsoft Word, Excel, and PowerPoint.
• Experience coordinating service issue resolutions with suppliers/vendors.
• Experience in financial reporting for a government organization.
• Experience in monitoring and maintaining written records of contractor performance, including administering contract changes.
• Experience working with an Oracle-based accounting system.

Special Requirements:

• The selected candidate will be required to pass a pre-employment background check.
• Must possess certification by a nationally recognized professional purchasing organization or Virginia Contracting Officers (VCO) certification or the ability to meet the requirements to obtain the certification within one year of employment.

Work Schedule: 37.5 hours per week between 8:00am and 5:00pm; some evening and weekend work as needed

Hiring Salary Range :$69,292.28 - $81,520.33/yr. We also offer great benefits including:

• Retirement from the Virginia Retirement System (VRS)
• 401a and 457 retirement savings and investment plans
• Paid Annual Leave
• Paid Personal Leave
• Paid Sick Leave
• Paid Holidays
• Optional Group Medical and Dental Health Plans
• Optional Group Life Insurance
• An Employee Assistance Program (EAP)
• Career Development Opportunities

NOTE: The above position description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. To view the class description in its entirety, click here .

Prince William County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Prince William County Parks & Recreation

SEE YOURSELF HERE!

NOTE: The above position description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. To view the class description in its entirety, click here.

Prince William County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Prince William County Parks & Recreation ~ SEE YOURSELF HERE!