Contract Specialist

Position Summary

The NBU Contract Specialist will report to the Procurement Manager and will serve as the primary reviewer of solicitations, scopes of work, and contracts to ensure compliance with NBU policies, municipal purchasing codes, and applicable state statutes. This role is responsible for managing the review and editing of RFBs, RFPs, RFQs, and various kinds of contracts, with an emphasis on drafting clear and enforceable scopes of work, and maintaining NBU’s executed contract repository. The Contract Specialist partners with the NBU Legal Department, various internal stakeholders, and vendors to deliver high-quality procurement documents that protect NBU’s interests and promote fair, ethical, and competitive processes.

This position requires strong technical writing, legal and policy review skills, and the ability to proactively identify risks and recommend solutions.

Essential Duties & Responsibilities

SOLICICATION AND CONTRACT REVIEW (Primary Focus)

- Review all solicitations (RFB, RFP, RFQ) for accuracy, clarity, compliance with statutes, and adherence to NBU policy before posting.

- Review contracts (Professional Services Agreements, Materials Agreements, Services and Goods Agreements, construction contracts, and various vendor-drafted contracts), identifying legal or procedural issues, and recommending corrections before execution.

- Provide strong technical writing and drafting services, ensuring all solicitation and contract language complies with state law, municipal code, and best practices.

- Edit scopes of work and specifications for clarity, enforceability, risk management, and alignment with NBU’s standards.

- Advise end users and Buyers on corrections, clarifications, or alternative language to improve enforceability and outcomes.

CONTRACT ADMINISTRATION

- Maintain the Purchasing Department’s repository of executed contracts within OpenGov software, tracking expirations, renewals, and re-solicitation timelines.

- Manage vendor performance reviews and maintain records of performance issues within OpenGov for use in future evaluations.

- Serve as system administrator for all OpenGov functions, including spend tracking, creation and management of templates, workflows, etc.

COLLABORATION AND SUPPORT

- Partner with the NBU Legal Department and internal customers to ensure contracts and solicitations are clear, defensible, and complete.

- Assist internal departments in vendor evaluations, ensuring compliance with ethical and statutory guidelines.

- Serve as departmental owner of all policies, procedures, and guides.

- Manage all administrative projects for the department, such as process improvements or implementation of new systems.

- Provide guidance and training to both internal and external staff on drafting effective RFPs, scopes, and contract documents.

- Respond to Public Information Act requests related to solicitations or contracts.

GENERAL RESPONSIBILITIES

- Provide timely and professional customer service.

- Maintain regular attendance; leave schedule should be managed so as to not interfere with ability to meet expectations.

- Adhere to NBU safety requirements at all times and in all situations.

- Maintain a clean and safe work area, office, field site and vehicle as applicable.

- Develop & maintain effective customer service skills for communications with co-workers, customers and the public in general.

- Maintain strict confidentiality of business, employee and customer information in written and oral communications and safeguard sensitive documents.

- Adhere to NBU policies and procedures.

- Exemplify NBU’s Core Values of Integrity, Stewardship, Culture, Team and Safety.

- Participate in and support initiatives to reach annual NBU Performance Measures.

Formal Education and Work Experience Requirements

Degree/Diploma Obtained: Bachelors

Work Experience Time Frame: Three Years or More Field of Study: General Studies

Other: -Five years of professional experience in purchasing, procurement and/or contracting to include preparing solicitations, contracts and/or contract amendments is preferred, but not required.-Experience in a legal setting, drafting or reviewing solicitations and/or contracts is preferred, but not required.

Certification and Licensures Requirements

Certification as a Certified Professional Public Buyer (CPPB) or Certified Commercial Contract Manager (CCCM) in preferred, but not required.

Other Minimum Qualifications

- Strong knowledge of municipal purchasing codes, state statutes, and procurement rules.

- Proven expertise in contract and solicitation review, risk analysis, and technical writing.

- Excellent communication, editing, and organizational skills.

- Ability to work independently, manage competing priorities, and meet deadlines.

- Proficiency with Microsoft Office Suite, Smartsheet, and contract management tools.

- Team player

- Deadline-driven

- Organized and focused

- Computer literate

Other Software Knowledge

Smartsheets, Microsoft Office Products, Municode

Experience with Machines, Tools, Equipment and Other Work Aids

Telephone, Fax, Scientific Calculator, drafting equipment, PC, printer, plotter, copier, scanner, vehicle, metal, measuring wheel, fire hydrant static pressure gauge, survey measuring tape