Between $27.78 and

$40.27

Per Hour

CONTRACTS ADMINISTRATOR

City of Santa Fe, New Mexico

Occupation:

Purchasing Agents, Except Wholesale, Retail, and Farm Products

Location:

Santa Fe, NM

• 87501
  

Job Type:

Full Time (30 Hours or More)

Posted:

09/10/2026

Positions available: 1

Source:

City of Santa Fe, New Mexico

Web Site:

www.santafenm.gov

Expires:

09/24/2026

Job #: 536-10

Job Requirements and Properties

Help for Job Requirements and Properties. Opens a new window. Work Onsite

Full Time Schedule

Full Time

Job Description

Help for Job Description. Opens a new window. General Definition of Work Performs a variety of specialized professional and technical duties related to the management of City of Santa Fe contract

services.

Supervision Received Works under the general supervision of an assigned supervisor.

Supervision Exercised None.

Qualification Requirements To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements

listed below are representative of the knowledge, skill and/or ability required. A position may not include all of the duties listed and

the listed examples are not an exhaustive list of the duties that may be found in a position of this class. Essential Functions

• Audits project costs from enterprise funds for mid-year reporting for review by City Council.
• Develops professional service agreements (PSA), request for proposal (RFP) bid packages, and contract amendments.
• Develops and maintains detailed records of project costs, financial reports, and status reports using database and
  spreadsheet applications.
• Helps prepare/coordinate presentation materials for meetings and hearings, i.e., power point slides, laptop, projector,
  handouts, spreadsheets, etc.
• Helps prepare annual division/department budgets; develops tracking system for all division budgets.
• Issues late notices as needed.
• Manages loan programs as assigned; issues loan amounts; tracks monthly billing and payments.
• Prepares contract and project purchase orders; processes and tracks related payments.
• Prepares cash flow analysis and year end budget projections.
• Prepares various Finance Committee items to ensure that budget
• grant funding revenue and expenditure
• is carried
  out upon approval.
• Prepares Finance Department forms and helps prepare, reconcile, and track same with the approved budget through
  the administrative process.
• Prepares, logs, and tracks agreements, quantity sheets, and authorizations.
• Processes change orders and amendments on large projects.
• Prepares final "as-built" quantities and project closeout documents.
• Performs other related duties as assigned.
• Processes memos, resolutions, contracts, agreements, informational items, etc. through the committee and City
  Council administrative process, i.e., coordinating with appropriate staff in legal, PUC, PWC, Finance, and the City Clerk
  to place items on agenda.
• Provides financial oversight of project budgets; prepares spreadsheets to track revenues, expenditures, and expiration
  dates for all contracts, agreements, and grants.
• Reconciles revenue, expenditures, and encumbrances with city system.
• Updates governing body; requests mid-year review from Finance Director and division/department director as needed.
• Writes and submits grant applications to potential funding sources to secure funds necessary for continued program
  operation.
• Prepares, justifies, and/or administers the budget for program areas; plans, administers, and monitors expenditures to
  ensure cost-effective support of programs and policies; assesses financial condition of an organization.
• Provides work instruction, assists employees with difficult and/or unusual assignments, and encourages innovation.
• Resolves problems, mediates conflicts encountered during daily operations, determines appropriate solutions, and
  promotes teamwork.
• Encourages regular communication and informs staff of relevant business issues and their impact on the organization.

Essential Functions for Assignment for

Library Division:

• Assists in the ordering and invoicing of Library materials (books and media) and supplies from library vendors.
• Prepares reports for Federal, State, County and local (Friends of the Library) on Bond, MOU, and other grant
  expenditures.
• Compiles financial reports for required annual State Library reports, and other library entity reports.
• Unpacks shipments of library orders.
• May perform other duties as assigned.

Essential Functions for the

Office of Affordable Housing:

• Processing contracts, Affordable Housing Agreements, monthly invoices, agreements for developers, and preparing
  Release of Liens and Subordinations which includes creation of package for routing and approvals.
• Verifies invoices, submits for approval, and tracks to ensure payments do not exceed funding.
• Prepares, tracks, and records Deeds of Trust for Homewise or Housing Trusts.
• Ensures title company receives information on liens that have been released and Subordination Agreements. Knowledge, Skills, and Abilities
• Ability to prepare reports and presentations.
• Ability to develop and maintain good working relationships with contractors, title companies, and city officials.
• Knowledge of accounting principles and practices, including the keeping of financial account records.
• Knowledge of city purchasing procedures.
• Some knowledge of mortgage lending, deed restrictions and banking.
• Attention to Detail
• Ability to be thorough when performing work and conscientious about attending to detail.
• Customer Service
• Ability to interact with customers in a friendly and professional manner, ability to work to resolve
  issues quickly and effectively, and is knowledgeable about products and services.
• Deciding and Initiating Action
• Takes responsibility for actions, projects, and people; makes quick, clear decisions
  which may include tough choices, after considering risks.
• Decision Making
• Specifies goals and obstacles to achieving those goals, generates alternatives, considers risks, and
  evaluates and chooses the best alternative in order to make a determination, draw conclusions, or solve a problem.
• Delivering Results
• Ability to set high standards for quality, quantity, and timelines. Focuses on customer needs and
  satisfaction. Consistently achieves project goals.
• Interpersonal Skills
• Ability to show understanding, respect, friendliness, courtesy, tact, empathy, cooperation,
  concern, and politeness to others and relate well to different people from varied backgrounds and different situations.
• Learning
• Uses efficient learning techniques to acquire and apply new knowledge and skills; uses training, feedback,
  or other opportunities for self-learning and development.
• Mathematical Reasoning
• Solves practical problems by choosing appropriately from a variety of mathematical and
  statistical techniques.
• Planning and Evaluating
• Organizes work, sets priorities, determines resource requirements, determines short or
  long-term goals and strategies to achieve them, coordinates with other organizations or parts of an organization, monitors
  progress, and evaluates outcomes.
• Reading
• Understands and interprets written material, including technical material, rules, regulations, instructions,
  reports, charts, graphs, or tables; applies what is learned from written material to specific situations.
• Resilience
• Deals effectively with pressure; remains optimistic and persistent, even under adversity. Recovers quickly
  from setbacks.
• Skills in computer software/applications/office technology
• Knowledge of modern office practices, procedures,
  and the use of standard office equipment and machinery.
• Teaching Others
• Helps others learn through formal or informal methods; provides resources to help teach others;
  acts as a mentor.
• Thinking Strategically
• Thinks strategically and promotes best practices and leading-edge ideas.
• Writing
• Writes in a clear, concise, and organized manner for the intended audience.
• Written Communication
• Composes, reviews, edits, and issues written materials for diverse audiences and
  communicates purpose in a succinct and organized manner that is appro.

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