Contracts Administrator

Position Description Position Title: Contracts Administrator Date: December 2019 Salary Grade: TBD Division/Department: CAS/Business Employment Classification: Non-Exempt Reporting Status: Divisional Secretary for Business Mission Statement The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination. Position Summary The Contracts Administrator assists the Divisional Secretary for Business (DSB) in handling all matters pertaining to the operation of said office including, but not limited to, management and supervision of all office staff in the absence of the DSB. The Administrator oversees all records and correspondence in the specified area of responsibility by maintaining an organized, capable office staff; by completing and expediting all reports required by Divisional Headquarters (DHQ) and Territorial Headquarters (THQ), and by ensuring high-quality flow of all material prepared. In addition, the Administrator provides direction, planning, implementation, and assistance developing all divisional community-based corps, facilities, and contracts. Essential Functions PROPERTY ● Assist with maintenance of all property records for the Division ● Prepare for processing all property matters relating to purchases or sales; construction or remodeling, and all matters of general property maintenance ● Coordinate, prepare, and file with the County Tax Assessor property-use reports for the welfare tax exemption (BOE-267-A) related to real-estate assets used in conjunction with ministry purposes ● Coordinate, prepare, and file with the Board of Equalization the annual business-property statements (BOE-571-S) for CA South Division ● Work with THQ Property Department, various architects, Corps officers, and program unit directors regarding projects ● Work with vendors as appropriate to order furnishings and equipment ● Assist in planning for and securing new properties; assist with refurbishment of construction related to existing structures within the Division ● Process all project requests and related documents for consideration by the appropriate council, CA South Divisional Command Finance Council (CFC) and Territorial Property Council (TPC) ● Follow through with each project to completion ● Maintain a monitoring system for processing all bills for payment; adhere to project agreements and Policy & Procedures (P&) ● Ensure conditional- and unconditional lien releases accompany payment applications ● Review all contracts and change-orders relating to projects to ensure proper billing procedures ● Maintain the Divisional Property Database, both corporate (e.g. PVC) and local (e.g. Excel or Access) ● Attend all construction meetings relevant to proposed- and active projects ● Work with architectural firms to prepare and submit for approval: budgets, drawings, program outlines, et cetera, for various projects ● Work with city planning boards to secure permits, including conditional-use permits and major-use permits, as properties develop ● Request certifications of insurance from contractors and vendors in accordance with Salvation Army requirements ● Read blueprints and relay pertinent information to the Divisional Secretary for Business ● Serve on Property Committee as assistant to the Divisional Secretary for Business; act as liaison in DSB''s absence ● Provide weekly property project-update; identify status and potential challenges throughout CA South Division ● Initiate correspondence and required and/or directed LEGAL/CONTRACTS ● Provide oversight regarding processing and maintenance of all legacy/estate files (prior and current) ● Provide oversight regarding processing of contracts; maintain conceptual overview of contracts, including review of requirements for insurance, level of approval, payments, et cetera ● Maintain tracking database (THQ portal) for all contracts; ensure an executed copy of each contract is placed on the O: drive for Financial Audit purposes ● Work with Corps officers regarding contract specifications and contract requirements ● Process contracts for CFC approval, as delegated authority per Policies & Procedures (P&P) ● Process contracts for THQ approval when "recommended" by Divisional CFC ● Place a copy of each contract in the bring-up file (BUP); follow up on each contract weekly with THQ until approval is received ● Maintain information on contracts and contracting process, including average time required to receive THQ approval ● Continue to work with THQ/DHQ/Corps and/or institutions on ways to improve the approval process ● Supervise administrative aide/assistant in absence of the Divisional Secretary for Business ● Assist with third-party and property-insurance claims as needed GENERAL DUTIES ● Review with DSB, on a weekly basis, all agenda items for the CA South Division CFC, including all legal matters, contracts, grants, and property proposals. ● Ensure that all items are reviewed, contain all necessary elements, and are ready for presentation to CA South Divisional CFC, including requested CFC action, background information, and funding source for each proposal ● Prepare all necessary material required for annual divisional review ● Execute decisions and instructions from the DSB in accordance with The Salvation Army "Policy and Procedures Manual of Directives (P&P); ensure that Army policies and procedures are followed in all programs for which the Property & Contracts Administrator is responsible

Created: 2021-11-29