Job ID: 50602

Job Category: Policy, Planning & Research

Division & Section: Transportation Services, Business Performance

Work Location: 5100 Yonge Street, Toronto, ON, M2N 5V7

Job Type & Duration: Full-time, Permanent Vacancy

Hourly Rate and Wage Grade: $39.14 - $42.88, TF0303, Wage Grade 11.

Shift Information: Monday to Friday, 35 hours per week.

Affiliation: L79 Full-time

Candidate List will be established. For applicability and duration, see below.

Number of Positions Open: 2  

Posting Period: 2024-OCT-11 to 2024-OCT-27

Reporting to the Senior Project Manager and/or Supervisor, the primary function associated with this position includes conducting research analysis related to procurement, contract administration and project financials.

Major Responsibilities:

• Tracks the status of capital and maintenance project, e.g., contract administration activities, payment quantities, ancillary cost, and budget expenditures, etc.

• Conducts analysis and reconciliation of supplier payments and various contract expenditures, PO and CRO commitments.

• Research best practices to support process improvements by collecting, maintaining, and analyzing data. Conducts surveys to support various business processes by liaising with other divisions.

• Develops and maintains statistical reports such as capital cost accounting, tender items, Bid analysis and other appropriate records.

• Responsible for oversight of prompt payment activities and adjudication claims, process contractor invoices for payments. Work with Project Manager and Legal Services to resolve claims disputes and provide timely information and documentation. Liaise with PPFA and AP to ensure invoices are paid as per the Construction Act legislated requirement.

• Efficiently conduct reviews and process change orders, purchase order amendments, and invoices to ensure timely and accurate financial transactions and compliance with city policies.

• Prepares reports and provides assistance to city and outside agencies, committees, and external suppliers, i.e., Contractors and consultants.

• Liaises with Purchasing and Material Management, Legal Services, and client divisions regarding the tendering, award, and execution of contracts.

• Compiles, analyzes, and correlates data and prepare reports for submission to management and/or council on program related matters, such as staff reports, dashboards, scorecards and KPls.

• Assist and liaise with divisional staff and other corporate partners, as required in the preparation of competitive and non-competitive procurement documents for the purchase of goods and/or services such as: Requests for Quotation (RFQs), Requests for Proposal (RFPs), Requests for Tender, Requests for Expression of Interest (REOIs), Invitational Calls (ICDs), Low Value Quotations (LVQs), Roster Work Assignments, Offers to Purchase (OTPs), etc.

• Prepares documentation such as contract agreements, Briefing Notes, Recommendation Memos, Bid Award Panel reports, Staff Reports, Purchase Requisitions, CROs, etc.

• Assist in monitoring divisional compliance with City Purchasing requirements and Provincial regulations, e.g., Construction Act, Adjudication, Health & Safety, Fair Wage, Municipal Codes 71 and 195, etc. and assists in interpreting related application(s).

• Update and extracts information from the City's Financial Information System (SAP) and perform various forms of analysis.

• Research and analyze standard operating procedures, technical and/or administrative processes related to policies and procedures.

• Develops, designs, and assist with divisional training and presentations.

• Assist with administrative support and operational duties for the unit.

• Answers inquiries regarding program area.

Key Qualifications:
Your application must describe your qualifications as they relate to:

1. Post-secondary education in a related field and/or purchasing designation, in Business, Finance Administration, or an approved equivalent combination of education and experience.

2. Considerable experience providing contract administration support including RFPs, RFQs, nRFPs Tenders, bid evaluations and agreement execution.

3. Considerable experience preparing contract documents, issuing payments, roster work assignments, supplier disputes and legal claims.

4. Considerable experience in cost control accounting including research and analysis on project expenditure, POAs, CROs, progress certificates and invoices.

5. Considerable experience with complex procurement and financial systems (e.g., SAP Financial, SAP-ARIBA procurement and Category Management Strategic Sourcing, PTP, RACs, TMMS, MicroStation, etc.).

You must also have:

• Ability to perform complex calculations, technical evaluation for statistical analysis and financial reporting, record keeping and file management.

• Ability to prepare presentation materials, draft memos, letters and reports using MS Office Suite (i.e. Word, Excel, PowerPoint, and Access).

• Ability to research, analyze, interpret, and present quantitative and qualitative information on municipal maintenance requirements, and prepare reports pertaining to productivity and performance on related topics from a variety of sources.

• Ability to use various software and applications to develop and maintain spreadsheets and databases, and to create presentations and graphics, using mapping software and project management packages.

• Ability to work effectively with colleagues, provincial officials, consultants, solicitors, and other internal and external clients.

• Ability to plan, prioritize, organize assignments and work with minimal supervision.

• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.

• Knowledge in conducting research, statistical analysis, and manipulation of data.

• Knowledge of the City's financial bylaws, policies, and procedures.

• Knowledge of City Council, Committees and their policies and procedures.

• Knowledge of the Health & Safety Act, Construction Act and Provincial legislation on Adjudication as it applies to this position.

• Well-developed written and oral communication skills.

• Strong mathematical, analytical, and problem-solving skills.

• Strong organizational skills in coordinating workshops, focus group activities, training, and meetings.

• Highly developed interpersonal skills, sound judgment and ability to handle matters of a confidential/sensitive nature appropriately.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.