Contract Specialist

Job Overview

Under general direction, performs work of a contract accounting nature in the area of contract administration; certifies compliance with contract provisions, analyzes and administers the payment terms and conditions of General, and Professional services contracts, establishes, maintains and reconciles information relative to contract data in the Board’s ERP computer systems, participates in preparation of annual budget and year end closing.

• Leads the review of assigned department invoices in the Invoice Scan Queue and prioritizes based on Contract Payment Terms.
• Participates in the development and implementation of the departmental annual budget, reallocations and leads the fiscal year‑end closing for assigned invoices.
• Maintains financial management of contracts including verification of the accuracy of invoice computations, ensures that funding and account disbursements are proper for assigned contracts; interfaces with other Board staff to resolve problems and discrepancies.
• Maintains detailed contract data relative to payment history including stored materials, delivery order payments, etc.
• Creates and processes Request for Payments for some complex General Goods & Services and Professional Service Contracts, and manages the process to ensure payments are accurate and paid within the Contract Payment Terms, ensuring accuracy of funds availability and distribution, correct form and format of invoices and that payments are based on valid supporting documentation that has been reviewed and approved by designated technical representatives.
• Verifies that payments made that are not in compliance with contract terms have been supported, reviewed and approved with proper supporting documentation.
• Provides contract related financial information to auditors, bonding companies, suppliers, inspectors, sub‑contractors, contractors and other Board staff upon request, based on approval of department management.
• Calculates and verifies final contract amounts prior to contract close‑out, completes final fund and contract reconciliation or cost adjustments to Board records upon contract close‑out.
• Interfaces with contractors, consultants, sub‑contractors, contract administrators, and other Board staff to resolve payment and other contract compliance issues.
• Leads the year‑end close by developing and monitoring reports and is the liaison between Finance, Stakeholder Departments and PMM.
• Ensures that internal and external customers are following the Board Policy and Procedures regarding vendors and payment.

• College coursework in finance, business or a related field.
• Two (2) years of experience administering contracts or the payment provisions thereof.
• Up to two (2) years college coursework may substitute for years of experience on a year‑for‑year basis.
• Possession of a valid class C driver’s license.
• Advanced Microsoft Excel/Report & Query Writer

• Knowledge of contract law, contracting procedures and pricing methods.
• Knowledge of accounting practices/applications and cost analysis techniques.
• Knowledge of contract funding procedures and requirements applicable to public organizations.
• Skill in operating a personal computer to capture and maintain records of contract activity and to reconcile data within the different systems.
• Ability to analyze and interpret contractual terminology, to determine contractor compliance and to resolve discrepancies concerning contractors and contract provisions.
• Ability to communicate effectively and clearly, both orally and in writing, in general and technical terms, with Board staff, contractors and management.
• Ability to coordinate work activities in order to accomplish work assignments under time pressure and within pre‑established and inflexible time limits.
• Ability to recognize problems, initiate corrective measures and recommend solutions.
• Ability to guide analyst staff in daily work.
• Ability to establish and maintain harmonious and effective internal and external working relationships.

• Works in an office environment.
• Sits for prolonged periods of time.
• Uses near‑visual acuity in…