Senior Contract Coordinator

Senior Contract Coordinator
City of Eugene Police Department
 Eugene, Oregon
Job Description

General Statement of Duties

The Eugene Police Department has a full-time Senior Program Coordinator opportunity. This position is responsible for providing contract, financial, and payroll support to the Finance Section in the Finance & Administration Division of the Eugene Police Department.

We are looking for a positive, productive, and collaborative individual that enjoys providing exemplary customer service to staff and the community and thrives in team environments. The position performs a variety of financial and payroll related duties including contract administration, grant management, purchasing management and compliance, accounts payable and accounts receivable administration, and payroll support. Candidates will be assessed based on qualifications, experience, and expertise.

Work Schedule: 40 hours/week, 8:00 a.m. - 5:00 p.m., Monday-Friday
Department/Division: Eugene Police Department/Finance & Administration
Pay Range: $28.72-$35.78 Hourly
Must reside in the state of Oregon and be able to report onsite for work as needed in Eugene, OR to meet business needs.

Application Deadline: Thursday October 28, 2021 at 5:00 pm PDT

Examples of Duties Performed - Duties may include but are not limited to the following
Duties may include coordination and/or management of:

  • EPD contracts (revenue and expense) including grant contracts
  • Grant management
  • Payroll Coordination
  • Purchasing
  • Procurement Cards
  • Accounts payable
  • Accounts receivable
  • Petty cash management
  • Asset management
  • Financial research and audits
  • Regular updates of desk manual and procedures
  • Assessment and development of best practices, internal controls, policies and procedures
  • Other duties as assigned

Contract Administration:

  • Contract management & administration of all EPD contracts, including grant contracts. This includes contract creation, review, signature routing, collaboration and routine communication with project managers, amendments, terminations, insurance compliance and deadline/expiration tracking.
  • Management of Contract Tracking System (CTS) and detailed records of contract documents; understanding and application of risk and liability requirements; coordination with outside divisions including Purchasing, Risk, and Legal to ensure contract compliance.


  • Enter information in financial systems; process accounts payable and receivable; monitor and track payments (including contractual payments); process purchase orders and requisitions; review contractual invoices; complete various reconciliations including procurement cards and bank accounts; assist with budget preparation, entry and monitoring.
  • Sets up and maintains computerized files to track data and/or equipment which may include spreadsheet tabulations and calculations and modifying criteria for queries to extract data. Maintenance of multiple complex computerized record keeping systems. Maintenance of records, communications, and documentation.
  • Coordinates, compiles, and evaluates data from a variety of sources to create regular and specialized financial reports; searches files and records for information; decides on effective layout of data; coordinates the updating of manuals and documents; obtains information from others as necessary to complete assignment; maintains follow-up system on reports requiring action on a periodic basis.
  • Serves as petty cash co-custodian.
  • Serves as primary purchasing contact for department including coordination with Central Purchasing section. Remains current on government purchasing rules including asset acquisitions and disposal and BOLI prevailing wage and reporting standards. Manages and maintains asset database for tracking and equipment replacement purposes.
  • Regular updates of desk manual and procedures. Assessment and development of best practices, internal controls, and procedures.
  • Financial projects and other duties as assigned.

Payroll Support:

  • Provides support to payroll program coordinator in the review of timesheet exceptions, combo code mismatches; communication with employees and supervisors for timesheet approvals and questions; and entry of employee information into Human Capital Management system including but not limited to merits, probations, resignations, and promotions. Serves as primary back-up to the Payroll Coordinator during absences.
  • Other duties as assigned.


  • Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferrable skills from a variety of sources and experiences. The City will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

Minimum Qualifications:

  • Other combinations of experience and education which meet the minimum qualifications will be considered


  • Four years of progressively responsible paraprofessional experience in the program or operational area or a related field.


  • High school diploma or equivalent. Equivalent to an Associate degree with major course work in the area of assignment, or in public administration, business administration, or a related field is desired.

License / Certificate:

  • Valid Oregon driver's license, or ability to obtain by date of hire; must pass driving records check and, if hired, maintain a driving record that meets the City's standard. Oregon law requires that an out-of-state license holder must obtain a valid Oregon license (with appropriate endorsements) within 30 days of becoming domiciled in the state (ORS 803.355).


Supplemental Information

Working Conditions

  • Work in this class is done generally in an office environment. Required to sit, keyboard, listen or speak for extended periods. May be required to crawl under desks and workstations and lift computer equipment, frequently up to 30 pounds and occasionally up to 60 pounds. Work includes operating a variety of office equipment. Occasional work outside of normal working hours. Occasional weekend, or holiday work. Occasional operation of a motor vehicle on public roads.

Selection Process:

  • Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. The selection process varies according to the position and can include such things as screening of supplemental questionnaires, written or skill tests, ability or fitness tests, interviews, and assessment processes. In addition, background investigations and records checks may be required. Applicants selected to continue in the process will be notified within two-three weeks after the posting deadline.
  • Some positions also require applicants to have a psychological evaluation and/or physical examination and a drug test prior to employment. Marijuana use is evaluated consistent with current state law regulations.
  • Current information about the status of a job posting is available by going to and selecting “Job Posting Status.”

The City of Eugene complies with the Americans with Disabilities Act of 1990. Any applicant with a qualified disability under the Americans with Disabilities Act may request accommodation by contacting an employment coordinator at (541) 682-5061.

In compliance with the Immigration Reform and Control Act of 1986, the City of Eugene will request all eligible candidates who accept employment with the City to provide documentation to prove they are eligible for employment in the United States.

The City of Eugene is committed to a Respectful Work Environment, we value the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally responsive services to all members of our community. As part of our commitment to diversity, equity, and inclusion we desire to welcome, respect, and create a sense of belonging for a wide range of identities and experiences in our workforce. Women, people with disabilities, and persons of color are strongly encouraged to apply.