Contracts Specialist

Procurement Administrator

This position involves advanced technical and administrative tasks related to contract administration. Responsibilities include inspecting and monitoring contracts / agreements / leases awarded by the City to ensure timely compliance with the terms & conditions, as well as any other responsibilities needed to support the Procurement Department.

Illustrative examples of essential duties include : adhering to purchasing policies, ethics, federal, state laws and city ordinances; monitoring compliance with terms and conditions of contractual agreements; tracking contracts approaching the end of their term and coordinating renewal / re-bid with departments; assisting project managers and departments with contract extensions, renewals, amendments, etc.; facilitating project kick-off meetings; negotiating and working towards settlement of contract disputes; negotiating contracts related to RFPs, RFQs, quotes, etc.; assisting in negotiations of contracts within budgetary limitations and scope of authority; assisting city clerk in public records' requests pertaining to contracts; investigating and addressing unacceptable goods and / or services with end-user departments, vendors, and others; assisting with vendor performance tracking & creating written reports; training staff and / or contracted parties in compliance and regulation matters; studying and standardizing procedures and processes related to job function and making recommendations to improve efficiency and effectiveness; conducting on-going analysis and research on current and projected city projects; preparing correspondence and supporting documents relating to the execution and administration of agreements; investigating complaints relating to non-compliance issues; researching emergency requests, investigating sole source purchases, piggyback contract options to suit departmental needs; assisting with the drafting of commission memos and resolutions; attending meetings and conferences as directed on behalf of the procurement department; conducting reference checks and other necessary reviews of potential bidders; performing special projects, as assigned by the procurement director; preparing a variety of comprehensive reports; providing city departments with general support and technical assistance, as required; providing contract management training to departments and / or project managers; assisting with inter-local agreements with other agencies; performing related duties as required.

Considerable knowledge of contract monitoring principles, including federal government contracting requirements; knowledge of procurement principles, methods and procedures; strong writing and analytical skills; knowledge of record retention laws and procedures; ability to research, analyze data and reach sound conclusions; ability to utilize Microsoft Word, Excel and Outlook with proficiency; ability to maintain and establish effective working relationships with other employees, elected officials, vendors and the general public; ability to communicate well orally at all levels of the organization with tact and diplomacy; knowledge of negotiations / interviewing practices and techniques; ability to make sound decisions based on fact; uses logic to solve problems; performs work thoroughly, accurately and professionally; customer service focus and results oriented individual; positive attitude and ability to maintain composure; excellent written and oral communication skills.

Minimum requirements include a bachelor's degree in business or public administration or a related field; two (2) years of experience in procurement, legal departments and / or related field, focused on monitoring and interpreting complex contractual agreements; experience in ensuring contract compliance through interviews and examination of documentation, or experience for inspecting and monitoring compliance with requirements pertaining to contractual or business agreements may substitute for education. Licenses and / or certifications : a CPPB (Certified Professional Public Buyer), or CPCM (Certified Professional Contracts Manager) certification is desired. Additional information includes a one-year probationary period and it is the responsibility of the incumbent to maintain their licenses and / or certification as a job requirement.