Contract Specialist

Job Summary

The purpose of this classification is to coordinate, plan, and perform work related to procurement operations. Duties include ensuring that all contracts are correct and in compliance with all laws, ordinances, and other governing contract requirements. Work includes administration of the procurement system; auditing RFQs, RFPs, and contracts; and maintaining approved vendors. This classification prepares contracts, oversees bid-opening processes, answers contract-related questions, provides vendor training, evaluates bidders, participates in vendor/source selection, and maintains and troubleshoots the e-Bid system.

Qualifications

Bachelor's degree in business administration, or a related field; supplemented by minimum four (4)

years of progressively responsible construction contracting experience, including two (2) years' experience in administering procurement activities for capital construction projects and experience in contract development, review and evaluation.; or an equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. MBA preferred. Professional certifications, such as CPPO, CPM or other relevant certifications preferred.

Essential Functions

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

- Plans, administers and performs technical and complex procurement activities for public works construction projects including contract administration, contract compliance, surety bonding and insurance. Administers assigned procurement functions subject to adopted procurement policies and procedures which facilitate securing the best quality materials, equipment, and services at the best price in accordance with public laws, ordinances, rules, regulations and other requirements governing procurement.

- Researches and evaluates market conditions and makes recommendations for best timing of major solicitations.

- Collaborates with assigned project managers to develop project procurement plan(s) including project delivery method and schedules. Supports project managers in the preparation and execution of RPQs, RFPs and Invitations to Bid.

- Reviews and analyzes complex solicitations, budgetary estimates and price proposals from vendors/subcontractors in accordance with the District's Charter/By-Laws/Ordinances to determine the reasonableness of process and proposal terms and conditions.

- Ensures insurance coverage for contracts is appropriate for relevant risks and liability exposure.

- Provides procurement technical expertise and assistance in monitoring contractor performance; and ensures contract specifications are met.

- Analyzes and evaluates procurement operations and processes to improve and streamline operations and processes, reduce turn-around time and improve quality customer service.

- Responds to questions and requests for information from vendors, contractors, suppliers, District employees, and the general public; meets with vendors to discuss services; explains and interprets purchasing policies, procedures and regulations; and researches and resolves purchasing issues and problems that cannot be resolved by subordinate staff.

- Administers the e-Bid procurement system, including uploading and managing contracts and RFPs, updating and approving potential bidders, and updating contract documents, bid result spreadsheets, and award information.

- Performs other duties as assigned.

PERFORMANCE APTITUDES

Data Utilization

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Requires the ability to coordinate, manage, strategize, and/or correlate data and/or information. Includes exercise of judgment in determining time, place and/or sequence of operations. Includes referencing data analyses to dete mine necessity for revision of organizational components.

Human Interaction

: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility; and to apply principles of persuasion and/or influence over others in a supervisory capacity.

Equipment, Machinery, Tools, and Materials Utilization

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Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude:Requires the ability to utilize a wide variety of reference, descriptive, and/or