Electric Contract Administrator-ESC

Requisition ID # 161442 

Job Category: Procurement / Supply Chain 

Job Level: Individual Contributor

Business Unit: Engineering, Planning & Strategy

Work Type: Hybrid

Job Location: Rocklin

Department Overview

Operations Support is dedicated to creating cross-commodity consistency and standards in Operations. The team provides support services guided by best practices and a relentless pursuit for improvement. It has single points of accountability for Work Management & Resource Planning, Execution Support, Business Operations & Process Improvement, PG&E Academy, and Enterprise Public Works. Operations Support is comprised of approximately 1,000 coworkers

Position Summary

This position is represented by the Engineers and Scientists of California (ESC) subject to collective bargaining.
 
This role is part of a team that supports contract management in Electric Operations with contract administration functions related to newly awarded contracts and the ongoing maintenance of contracts in support of Electric Operations.
 
This position will be responsible for the management of Electric Operations purchase orders and collaborating with the PG&E Sourcing Team supporting governance to ensure contract compliance.
•    Completes assignments of moderate scope and complexity.
•    Takes ownership of complex problems and seeks to develop solutions with broad applicability.
•    Uses an analytical approach to problem solving and demonstrates good judgment in arriving at decisions and recommendations.
•    Uses independent judgment in applying appropriate principles and techniques in a broad range of situations to arrive at optimum solutions from the standpoint of practicality and cost-effectiveness.
 
This position is hybrid, working from your remote office and your assigned work location based on business need. The assigned work location will be within the PG&E Service Territory.
 
PG&E is providing the salary range that the company in good faith believes it might pay for this position at the time of the job posting. This compensation range is specific to the locality of the job.  The actual salary paid to an individual will be based on multiple factors, including, but not limited to, specific skills, education, licenses or certifications, experience, market value, geographic location, collective bargaining agreements, and internal equity.
 
The annual salary range is:
 
CA Minimum, $78,684
CA Maximum, $100,116
 

Job Responsibilities

Invoice Review & Processing
•    Reviews invoices to ensure that rates, scope, and terms are consistent with contracts. Confirms actual work performed with Line of Business. (Shared Duty).
•    Primarily responsible for facilitating meetings with vendors and LOB to resolve invoice discrepancies of rates charged against the CWA and Catalogue contract pricing structure and elevating issues to management as appropriate for resolution.
•    Primarily responsible for reconciling vendors’ accounts receivable reports and resolving issues required to complete payment.
•    Identifies and escalates contract errors or inconsistencies. (Shared Duty)
•    May post goods receipts (GRs) and support allocation of funds in partnership with the Accrual Owner and Budget Owner. (Shared Duty)
•    Provides metrics, overview, and guidance to the Line of Business (LOB) to ensure accuracy of GRs posted by others. (Shared Duty)
•    Proactively maintains balanced purchase orders (POs) to ensure vendor payments are processed timely. Analyzes PO imbalances using various tools (e.g., SAP, Ariba, Microsoft Excel, etc., and various other financial reports) working to resolve any issues. (Shared Duty)
•    Works with Budget Owner to reduce payment cycle times and capture early payment discounts.
•    Clears blocked invoices in accordance with the terms and conditions of the contract and/or purchase order. Coordinates with suppliers and accounts payable as needed. (Shared Duty)
•    Develops and maintains vendor relationships for purposes of billing and invoicing for CWA’s and Catalogue contracts. Works with vendors to improve timeliness and accuracy of invoicing. (Shared Duty) Contracts, Change Orders and Purchase Orders
•    Supports the tracking of approval status of contracting documents from inception through approval and ensures that documents are routed expeditiously with the goal of avoiding After the Fact Purchase Orders and maintaining funding for approved work.
•    Collaborates with LOB and Sourcing to ensure contracts are set up correctly to facilitate invoicing process with correct accounting and cost breakdowns.
•    Assists in monitoring available funds against approved amounts for each contract and notifies Contract Specialist and/or LOB if a contract extension is needed. (Shared Duty)
•    Close out purchase orders after verifying with LOB and vendor that all contractual obligations have been met. (Shared Duty)
•    Provides secondary review of compliance information for vendor use, inclusive of but not limited to insurance, state licensing, gold shovel, ISN, and union signatory status.
 
Cost Tracking
•    Identify and record cost savings from invoice validation process.
•    Perform KB61 transactions which reallocates costs to capital or expense orders (e.g., invoices at the PO level). (Shared Duty)
•    As requested by internal stakeholders, prepares reports in Contract Management Data Base (CMDB)
 
Records Management & Reporting
•    Logs invoices into appropriate systems such as CMDB. (Shared Duty)
•    Helps maintain proper record keeping of all invoicing and related documents per company standards, ensuring accuracy and consistency of data.
 
Accrual Process
•    Assists with the monthly accrual process by providing information and guidance on the various accruals processes.
•    Provides data on invoices in process to LOB partners, AO and/or contractors for their use in preparing their accrual.
•    Posts requested accrual entries if the AO is not able to post the accrual.
•    Supports proper cost accounting to eliminate SOX deficiencies.
 

Qualifications

Minimum:
•    BA/BS in Accounting/Business or similar financial related educational discipline from an accredited college/university; OR, AA/AS in Accounting/Business or similar financial related educational discipline from an accredited college/university and two (2) years of job-related experience; OR, four (4) years of job-related experience
•    Three (3) years of job-related experience
 
Note: Job-related experience includes experience in a utility business operations area, contract management, business planning, accounting, finance, or related field.
 
Desired:
•    Commercial and Contract Management (CCM)
•    Contract Commercial Management Practitioner (CCMP)
•    Project Management Professional (PMP)
•    Certified Associate in Project Management (CAPM