San Xavier District
Job Description
Contracts Administrator
San Xavier District – Tohono O’odham Nation
Department: Administration
Reference: 100-F
This job description serves as a guide for establishing the criteria to fill a specific function, or to appraise the
level of performance related to that function. The District may, in its sole discretion, choose to fill this function
by contracting with individuals or corporate entities rather than hiring an employee. The job duties referenced
here are examples and may change from time to time.
1. Job Summary
a) This position is a full time, hourly, non-exempt non-supervisory position, reporting directly to
the Administrative Director.
b) Salary range (41) - $40,641-$60,962 (Hiring Range $19.60-$24.50)
c) Responsible for administering grants and contracts in coordination with sponsoring
program/department to track, analyze grants and contracts; including but not limited to preparing
cost estimates, cost/price analysis, assessing allowable and reasonableness in accordance with
contract guidelines and applicable regulations. Providing guidance on contract methodologies to
effectively manage contracts from simple to complex and controversial.
d) Work with or as a project manager to coordinate all activities with all levels of management from
researching grant opportunities, collect data, writes, reviews, edits grant proposal, identifying
measureable objectives, goals, methodologies and evaluation techniques to accomplish assigned
objective.
e) Works with outside agencies or consultants in researching and analyzing grants to insure its
completion, supports existing/new District programs/projects, provide data, and review
application for accuracy.
2.
Responsibilities
a) Essential Duties.
i) Responsible for pre-award and post- award functions as authorized by an approved
grant/contract; working with effected departments to develop and administer contracts,
including but not limited to development /evaluating subcontract solicitations, assisting in
preparing the statement of work, and specifications to determine if within scope of the
contracts and grants.
ii) Prepare correspondence and provides support documents for Chairman’s review and
approval in matters related to submitting progress reports modifying contracts, or grant
closeout.
iii) Responsible for understanding of contractual, procurement requirements from the funding
agencies, District, Tohono O’odham Nation, etc.
iv) Serves as point of contact for District employees with grant-related questions and issues;
serving as a liaison between funding agencies, departments, and consultants if needed.
v) Assist and guide the District’s department personnel in writing periodic reports to comply
with grant requirements.
vi) Develop and maintains effective tracking systems to evaluate and monitor contractual
performance related to such areas as progress of project, progress or advance payments,
identifies potential areas of production difficulties, cost overruns, etc. Initiates appropriate
Reviewed by: Jerry Carlyle, Vice Chairman
Prepared by: Velma Begay, Director of Administration
100 Contract Administrator FINAL 5 26 2011.doc
Page 1 of 3
.
vii)
viii)
ix)
x)
xi)
xii)
a)
remedial action to avoid or minimize delays. Providing updates to Administration, Council,
and/or their committees.
Maintain and organize grant and contract documents as it relates to conception, writing
submission, administration, monitoring of awards, and closeout for view by Administration,
including but not limited to auditors, and funding agencies.
Makes recommendations to District departments on budgets (pre and post submission) and
other programmatic guidelines to successfully carrying out objectives.
Ability to maintain an effective working relationship with employees, managers, officials
and all members of the general public.
Prepares written and/or verbal reports for the Director of Administration, District Council
and/or the Community on a monthly, quarterly, or on an as needed basis.
Attendance at work is an essential function of this position.
Other duties as assigned.
Environment.
Hot [ ]
Cold [ ]
Noisy
[]
Outdoors [ ]
Dust/Fumes [ ]
Chemicals
[]
Contact with substance that could cause allergic reactions:
Yes
[]
No [X]
Describe:
Protective Equipment Used: None
Other: [ ]
Explain:
b) Physical Activities and Requirements.
Requirements
Someti Frequen
mes
tly
0 - 29% 30 - 59%
Bending/Pushing/Pulling
Climbing Ladders
Climbing Stairs
Collating/Filing
Digging
Dialing
Hearing
Lifting/Carrying 25lbs.
Lifting/Carrying 50lbs.
Lifting/Carrying 75lb.s
Reaching Overhead
Reading
Repetitive Motion/L-R
Speaking
Standing
Sustained Mental
Constan
tly
60 100%
N/A
Comments















Reviewed by: Jerry Carlyle, Vice Chairman
Prepared by: Velma Begay, Director of Administration

100 Contract Administrator FINAL 5 26 2011.doc
Page 2 of 3
.
Requirements
Aptitude
Sustained Visual Aptitude
Threading
Using Keyboard
Vehicle Operation
Walking
Writing
Other:
3.
Someti
mes
0 - 29%
Frequen
tly
30 - 59%
Constan
tly
60 100%
N/A
Comments






Qualifications
a) Experience
i) Must have a high school diploma or equivalent
ii) Must have a bachelor’s degree in Business Management, Public Administration and/or 4
years’ experience with contract administration or combination of education and experience.
iii) Must be proficient in contract development, contract standards, and language.
iv) Knowledge of Tribal Government
v) Knowledge of Federal, State, and Tribal procurement and accounting standards
vi) Prior work experience/good work habits
vii) Dependable and conscientious
b) Knowledge, Skills and Abilities
i) Valid Arizona Drivers License
ii) Ability to establish priorities, plan activities, and organize a work schedule to meet the
deadlines required, manage multiple contracts and numerous subcontractors.
iii) Ability to communicate effectively with all levels of staff and management, both verbally
and in writing
iv) Ability to handle coordination of technical staff and other entities.
v) Knowledge of statements of work, specifications, evaluation and awarding contracts.
vi) Good record keeping skills and organized.
vii) Ability to follow instructions and willing to learn
viii) Bilingual – O’odham /English preferred (not required)
In accordance with the Indian Preference Act (Title 25, US Code, Section 472 and 473) preference in
filling vacancies will be given to (1) enrolled members of the San Xavier District, (2) enrolled members of
the Tohono O’Odham Nation, (3) enrolled members of other nations or tribes, (4) all other qualified
candidates. San Xavier District is committed to providing Equal Employment Opportunities.
Reviewed and Approved By:
Employee Signature: ________________________________
Effective Date ___________
Immediate Supervisor: _______________________________
Effective Date ___________
Next Level Supervisor: _______________________________
Effective Date ___________
San Xavier District is an “Alcohol/Drug Free Work Place”
Reviewed by: Jerry Carlyle, Vice Chairman
Prepared by: Velma Begay, Director of Administration
100 Contract Administrator FINAL 5 26 2011.doc
Page 3 of 3
.