Records & Contracts Administrator
applications are no longer being accepted for this position.
POSITION SUMMARY:
Based out of our office in beautiful Glenwood Springs, CO.
Under general supervision of the Director of Financial and Administrative Services and in consultation with the General Manager and General Counsel, the Records & Contracts Administrator works with staff to manage records and contracts to meet the needs of the organization.
- Analyzes records management needs and develops policies, procedures, record retention schedules, disposition schedules, and disaster recovery plans for the organization’s records.
- Manages the coordination of a records imaging system including working with consultants in the development and maintenance of the system, troubleshooting, and training personnel.
- Works with consultants and contractors as appropriate to maintain and implement records system solutions and digitize historical paper records.
- Works with project managers to identify contract needs and works with the legal department and project managers to prepare and execute contracts. Maintains detailed and organized contract files and tracks all administrative aspects of contracts. Maintains an auditable digital file for each contract. Prepares and disseminates information to appropriate employees regarding contract status, contract budgets, and facilitates in-house communication and meetings when needed. Prepares contract amendments, monitors contract progress, including the status of the contract and deliverables. Prepares contracts for termination and ensures all deliverables have been received and final payments made.
- Reports to the Director of Financial and Administrative Services.
The salary range for the position is $68,791 – $103,188.
Comprehensive Benefits .pdf
TYPICAL EDUCATION AND EXPERIENCE REQUIRED:
Bachelor’s degree in management information systems, records management, library science, business or related area preferred. Highly skilled in administrative and information technology areas including advanced skills in computer and Microsoft Office programs gained through five plus years of extensive, high level administrative work experience or equivalent combination of education and experience.
SKILLS AND COMPETENCIES:
In addition to the educational and experience requirements, the following skills are essential to the job:
- Excellent verbal and written communication skills with ability to communicate succinctly, effectively, and professionally.
- Extensive organizational and interpersonal skills with ability to work with interruptions and accomplish multiple tasks and assignments.
- Creative problem-solving and aptitude for technology and software program troubleshooting.
- Ability to successfully oversee and achieve multiple projects while prioritizing a varied workload.
- Must possess advanced computer skills, including Microsoft 365.
- Ability to work with professionals, the public, other organizations, and government agencies.
- Ability to plan, implement, complete and/or oversee projects from inception to completion coordinating both internal and external efforts.
- Ability to work collaboratively with River District staff demonstrating teamwork and leadership skills.
ADDITIONAL PREFERRED SKILLS:
- Experience with contract preparation, drafting, and tracking.
- Database management.
ESSENTIAL FUNCTIONS:
- Leads the development and implementation of both physical and automated information systems. Writes related documentation and provides necessary training to Colorado River District team members.
- Directs the operation and maintenance of all District records and information systems throughout its life cycle, including receipt, storage, retrieval, and disposition.
- Develop and implement retention compliance instructions. Work with counsel to respond to open records requests. Monitors, maintains, and implements records retention schedules according to state guidelines for public records.
- Serves as the primary contract administrator. Responsible for managing administrative contracts, the contract database, and all associated files. Duties include assisting with contract development, administration, tracking, and analysis. Works closely with Project Managers and legal counsel to review and/or create contract modifications, extensions, and closeout documents.
- Works extensively with Laserfiche (or other digital records management software) and Microsoft 365 programs.
- Provide support and backup to the Paralegal with processing legal filings and other duties as needed.
- Serves as backup to the Administrative Assistant and Executive Assistant with administrative office tasks including setting up meetings, working with electronic systems and office equipment, etc.
- Performs other administrative duties as assigned.
OTHER REQUIREMENTS:
- Performs other work-related duties as assigned by Director of Financial and Administrative Services, Chief of Operations, and/or General Manager.
