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HomeMy WebLinkAboutItem P07 P7 BOARD OF COUNTY COMMISSIONERS COUNTY of MONROE Mayor James K.Scholl,District 3 The Florida Keys Mayor Pro Tern Michelle Lincoln,District 2 Craig Cates,District 1 David Rice,District 4 Holly Merrill Raschein,District 5 Board of County Commissioners Meeting March 25, 2025 Agenda Item Number: P7 2023-3720 BULK ITEM: Yes DEPARTMENT: Budget and Finance TIME APPROXIMATE: STAFF CONTACT: Tina Boan AGENDA ITEM WORDING: Approval of 1 Full Time Equivalent (FTE) for recruitment of a Contract Compliance Administrator position to manage and assure County contracts and agreements, executed by the Board of County Commissioners are followed and to assure Departments are managing each contract consistent with the terms which will be optimized by a corresponding request to purchase a new electronic system for monitoring, tracking, and ensuring compliance, as recommended by the Grand Jury Report for the 2022 Trauma Star Diversion of Controlled Substances recommendation number 13: "The BOCC immediately hire an independent third-party firm to conduct a review of all contracts of services and determine compliance with the required contract terms before any contract is renewed." ITEM BACKGROUND: The Final report of the Monroe County Grand Jury report recommended: 13. The BOCC immediately hire an independent third-party firm to conduct a review of all contracts of services and determine compliance with the required contract terms before any contract is renewed. After evaluating the existing internal contract management system, whereby each Department Head manages the contracts within their department operations and determining many contracts have been approved by the Board, without a designated department to manage the provisions within each contract, staff recommends creating a new position to assure compliance, along with purchase of a software system that can document contract requirements and provide reminders to assure contract management is occurring. Further, this new position should conduct contract review, ensure compliance with required contract terms and ensure accurate tracking of contract performance over each department. The duties will involve creating the database, overseeing the database, ensuring accurate tracking of contract performance, enforcing compliance with regulatory and policy standards, and providing key data insights to County leadership, including the County Administrator, Department Heads, Legal, and stakeholders to assure contract compliance. In addition to managing contracts, this position will also manage internal administrative instructions, which are policies of the County Administrator, working with Department Heads to assure the 3548 instructions are updated when needed and are being followed. The position will be included in the Office of Management and Budget, with a direct link to oversight by the County Administrator. PREVIOUS RELEVANT BOCC ACTION: INSURANCE REQUIRED: No CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATION: Approval DOCUMENTATION: Administrator Contract Compliance - BUDGET AND FINANCE rev 03 03 2025 v2.pdf signed.pdf FINANCIAL IMPACT: General Fund 001 Estimated at approximately $138,000-$154,026.65 fully loaded including payroll taxes, state retirement rates, and health insurance. 3549 MONROE UNMid �I�".. V R ',.C)�I��?l IDA Job Description To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations maybe made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein,employees maybe required to perform duties not specifically spelled out in the job description,but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. Job Title: Administrator, Contract Compliance Department: Budget and Finance Pay Grade: 316 FLSA Status: Exempt JOB SUMMARY The Contract Compliance Administrator is responsible for managing and optimizing a comprehensive electronic system used for monitoring, tracking, and ensuring compliance with contracts and agreements executed by the County. This role involves overseeing the database, ensuring accurate tracking of contract performance, enforcing compliance with regulatory and policy standards, and providing key data insights to County leadership, including Department Heads, and stakeholders to assure contract compliance. ESSENTIAL JOB FUNCTIONS • Monitors all active contracts for compliance with performance metrics, deadlines, and budgetary constraints. • Ensures that contracts comply with County, State, and Federal regulations. • Tracks amendments, extensions, and renewals of contracts in the database. • Generates reports on compliance status and escalates issues to relevant parties for resolution. • Develops, implements, and monitors performance evaluation systems for contract deliverables, services, and contractor performance. • Coordinates with other County departments to ensure department liaisons are gathering data from contractors. • Identifies any discrepancies, underperformance, or issues related to contract fulfillment and 3550 Administrator,Contract Compliance Page 2 reports findings to Department Heads so they can seek compliance or find the contractors in default. • Prepares regular and ad-hoc reports on contract performance, compliance status, and other critical data for senior leadership, elected officials, and other stakeholders. • Uses the application to generate insights for informed decision-making, including identifying trends, potential risks, and opportunities for improvement. • Develops dashboards or visual representations of performance and compliance data for easy understanding. • Oversees the maintenance and continuous improvement of the County's electronic contract monitoring and performance tracking application. • Ensures the application and its processes are aligned with County policies, legal requirements, and best practices for contract management and compliance. • Develops and maintains application specific documentation for the business unit and technical support of systems. • Uses analytical skills to troubleshoot, identifies data quality and reporting issues. • Contributes to policy recommendations on software and workflow issues. • Collaborates with IT and other departments to ensure smooth integration of data across systems. • Supports internal and external audits by ensuring all contract documents and performance data are accurate and accessible. • Assists in identifying potential risks or areas of concern related to contract performance and working with the appropriate departments to mitigate these risks. • Provides training to County staff on how to use the contract monitoring and performance tracking application effectively. • Offers ongoing support to departments and contractors regarding compliance, reporting,and system functionality. • Serves as the primary point of contact for contract-related inquiries from County departments, contractors, and external agencies. • Collaborates with legal, finance, and procurement departments to ensure full compliance with contracting policies and regulations. • Stays updated on best practices and technological advances in electronic contract management, monitoring, and compliance. • Recommends improvements to processes, tools, and systems for enhanced efficiency and effectiveness. • Serves as the coordinator of the County's Administrative Instructions. • Maintains and updates master file, advises department directors of expiration dates and needed changes. • Prepares agenda items for monthly BOCC meetings. • Monitors monthly BOCC agenda items and reviews as appropriate in a timely manner. • Assists in conducting process reviews of County functions and services that focus on financial feasibility and cost-benefit analysis to increase the efficiency and effectiveness of County services related to the budget. • Special projects as necessary regarding financial feasibility of programs within the County. • Assists in conducting process reviews of County functions and services that focus on financial feasibility and cost-benefit analysis to increase the efficiency and effectiveness of County Monroe County,FL BUDGET AND FINANCE Updated:03/03/2025 3551 Administrator,Contract Compliance Page 3 services related to the budget. • Provides support with the County's Strategic Planning and Performance Management initiative and assists in developing the Department Action Plan. • Prepares leases, contracts, bid packages, and RFPs independently. • Assists in disaster response and recovery in the Finance and Administration Section. • Assists during activation of the EOC in monitoring financial obligations of the County. • Provides procurement and financial support in the recovery of disasters. • Researches, analyzes, prepares, and manages specific special projects as deemed necessary. • Maintains documentation and records according to established paperless office environment protocol. • Assists with the budget process through special projects or duties. • Performs other related job duties as assigned. • In the event of special, emergency, or disaster situations, employee may be required to work schedules other than those for which they are regularly scheduled in any capacity deemed appropriate. QUALIFICATIONS Education and Experience: Bachelor's degree in finance or a business-related major. Minimum of five (5)years of experience in contract management, performance tracking, or compliance, with at least three (3)years working in a governmental or public-sector environment. Familiarity with federal, state, and County contract compliance requirements and standards. Prior government experience in auditing and finance preferred. Experience may be substituted for degree. Experience with other financial management systems,contract monitoring software,or performance tracking tools is a plus. Additional certifications in contract management, compliance, or financial administration are a plus. Special Qualifications: None. Knowledge, Skills, and Abilities: • Ability to oversee, plan, and implement major programs and services for the organization; reports progress to the organization's executive team. • Ability to oversee work that involves the use of complex technical,scientific, or mathematical concepts that increases the efficiency and effectiveness of the organization; analyzes and makes recommendations on how to improve the operational performance of the organization. • Ability to oversee numerous functions and staff; principally responsible for determining policies and procedures that will ensure the success of operation. • Ability to oversee and manage work involving multiple units; works regularly with other managers to successfully meet the goals and objectives of the organization. Monroe County,FL BUDGET AND FINANCE Updated:03/03/2025 3552 Administrator,Contract Compliance Page 4 PHYSICAL DEMANDS The work is sedentary and requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift,carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required: • Crouching: Bending the body downward and forward by bending leg and spine. • Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips. • Grasping: Applying pressure to an object with the fingers and palm. • Handling: Picking, holding, or otherwise working, primarily with the whole hand. • Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound. • Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles. • Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling. • Mental Acuity: Ability to make rational decisions through sound logic and deductive processes. • Pulling: Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion. • Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward. • Reaching: Extending hand(s) and arm(s) in any direction. • Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers. • Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. • Standing: Particularly for sustained periods of time. • Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles. • Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. • Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading. • Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another. WORK ENVIRONMENT Work is performed in a dynamic environment that requires sensitivity and responsiveness to changes that include goals, priorities, and needs of the organization and position. Monroe County,FL BUDGET AND FINANCE Updated:03/03/2025 3553 Administrator,Contract Compliance Page 5 Monroe County has the right to revise this job description at any time. This description does not represent in any way a contract of employment. Employee Signature Date Supervisor or Director Signature Date Director of Employee Services Signature Date County Administrator Signature Date E.O.E. Monroe County does not discriminate on the basis of race, color, national origin, gender, religion, age, disability or military service in employment or the provision of services. Monroe County,FL BUDGET AND FINANCE Updated:03/03/2025 3554