Contract Compliance Analyst

• Procurement and Contract Management
• Prepares Requests for Quotes (RFQs), Requests for Proposals (RFPs), and Requests for Qualifications (RFQs) for information technology products and professional services.
• Coordinates procurement activities and ensures that purchasing actions comply with City and departmental policies.
• Prepares bid documents, contract packages, and supporting materials for submission to the Purchasing Division.
• Processes purchase requisitions througBudget Preparation and Administration
• Assists in the preparation and coordination of the Division's Operating and CIP budgets.
• Monitors and evaluates administrative and fiscal practices across all service centers to ensure operational efficiency and compliance with established guidelines.
• Reviews requests for expenditures and analyzes financial requirements to ensure alignment with budgetary limits and funding allocations.
• Oversees data entry and maintenance within the budget system (Oracle EBS), including completion of forecasts and budget revisions (Carryforward preparation, audit, and submission for approval to the Purchasing department).
• Consults with department heads and management staff to obtain necessary budget information (for new and renewal contracts), provide procedural guidance, and ensure adherence to fiscal policies.
• Prepares City Council resolutions related to CIP appropriations and participates in budget hearings to provide technical data and supporting documentation.
• Financial Oversight and Compliance
• Reviews operating and capital expenditures to verify conformance with approved budgets and fiscal regulations.
• Monitors trends in spending, anticipates funding needs, and recommends intra-account fund transfers in accordance with established procedures (Red and Blackline processing).
• Audits travel expense reports and other financial transactions to ensure compliance with City policies.
• Verifies available funds and encumbrances in the financial management system (Oracle EBS and Check Requests) and ensures proper documentation for all expenditures.
• Prepares and processes check requests, invoices, and related payment documentation in compliance with fiscal controls.
• CoM Publich the Service-Now ticketing system and authorizes contracted providers to deliver approved IT services.
• Tracks, monitors, and reports on expenditures, budget utilization, and costs associated with assigned contracts and projects.
• Maintains current knowledge of City purchasing policies, procedures, and vendor requirements.
• Reporting and Documentation
• Prepares detailed financial and administrative reports, charts, spreadsheets, and presentations to support management decisions when needed.
• Engages with vendors and contractors to obtain or provide information necessary for contract execution and compliance.
• Maintains comprehensive records of financial transactions, procurement activities, and project-related expenditures.
• Ensures that all documentation meets audit and compliance standards as established by City policy.
• Special Projects and Representation
• Assists in the development of special financial or administrative projects related to division operations.
• Represents the division in meetings, conferences, and presentations to support departmental goals and initiatives.
• Performs related duties as required to maintain efficient and compliant administrative operations.
• Minimum Qualifications
• Bachelor's degree in Accounting, Finance, Business Administration, Public Administration, or a related field.
• Three (3) years of professional experience in financial analysis, budget administration, or contract management.
• Experience with public sector procurement and financial systems preferred.
• An equivalent combination of education, training, and experience may be considered.
• CoM Public
• Knowledge, Skills, and Abilities
• Thorough knowledge of municipal budgeting, accounting principles, and financial reporting procedures.
• Knowledge of procurement processes, public contracting requirements, and applicable laws and regulations.
• Proficiency in Oracle Financials and Microsoft Office Suite (Excel, Word, PowerPoint, Access).
• Strong analytical, problem-solving, and organizational skills.
• Ability to interpret financial data and prepare clear, concise reports and presentations.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with internal departments, vendors, and external agencies.

• Performs additional functions (essential or otherwise) which may be assigned.
• Typical Physical Demands
• Must be able to communicate effectively orally and in writing with internal and external customers and staff members at all levels. The ability to operate general office equipment, such as a computer and telephone, is required.
• Office equipment such as a computer and a telephone.
• Typical Working Conditions
• Work is performed in an office environment, which involves contact with the staff and management.

• Bachelor's Degree in Business Administration, Finance, Accounting, or closely related field with four (4) years' experience in administrative budget matters and/or contract preparation; or any combination of experience and training, which enables one to perform the essential job functions. Working experience using various computer software programs, such as Microsoft Office and Oracle, preferred.

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