Contract Compliance Analyst

IT Contract Compliance Analyst Under general direction, the IT Contract Compliance Analyst performs professional administrative and analytical work related to the preparation, coordination, and administration of the Division's Operating and Capital Improvement Program (CIP) budgets. The incumbent ensures compliance with fiscal policies, purchasing regulations, and contract management standards applicable to information technology operations. Work involves monitoring financial performance, preparing and reviewing procurement documents, analyzing expenditures, and ensuring that divisional operations adhere to established municipal and departmental policies. Essential Job Functions

• 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.

Other Functions

• 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.

Minimum Qualifications

• 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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