Contracts Specialist - Finance Department

Meets with Director, Assistant Director, and other staff to plan and review contractual relationships between the City, other government entities, and vendors.

Utilizes templates to prepare bid packets including specifications provided by technical experts and other appropriate information; enters bid data in purchasing software and works with Buyers to initiate the bid process.

Coordinates with the departments during the bid process; assists as requested with vendor lists, bid openings, pre-bid meetings, evaluations, etc.

Receives selected bid from departments; verifies calculations; obtains required documentation of insurances, licenses, bonds and other pertinent documents; submits bid to Director for review and approval.

Receives and prepares interest documents for Federal and State sponsored infrastructure projects for presentation by the Director to the Administration for consideration.

Prepares City Council legislation to approve advertisement, commitment of funds, contracts, and change orders; submits to Director for review; prepares routing sheet for approval by Director, City Attorney’s Office, and Mayor’s Office.

Constructs contracts from templates indicating the specific relevant terms of the agreement including type of payment, scope of work, etc.; obtains contracts from infrastructure project sponsoring agencies for selected bids and coordinates to obtain required licenses, insurances, bonds, etc.; submits contracts to Director and City Attorney’s Office for approval before obtaining vendor’s signature and providing to Mayor’s Office for execution of the contract.

Assists Federal and State agency representatives in addressing project changes and audits.

Maintains record of financial transactions related to contracts; submits for acceptance of contract by legislation upon completion.

Maintains record of current contracts and expiration dates; monitors expiration dates and obtains documentation of insurances, bonds, licenses, and other documents which may expire during the term of contracts; processes renewals of contracts as necessary and provided for.

Maintains digital files, databases, and archives of bid packets, legislation, executed contracts, change orders, vendor information, and other related documents.

Types various forms, letters, reports, and various other general correspondences pertaining to contract administration; performs a variety of general clerical tasks such as scanning, filing, typing, data entry, answering phones, etc.

Receives, prepares, and/or reviews various records and reports such as interest letters, project specifications, bid packets, bids, contracts, legislation, licenses, bond certificates, certificates of insurance, etc.

Refers to contracts, policies and procedures of various City departments, manuals, codes / laws / regulations, publications and reference texts, websites, etc.

Operates a variety of office equipment and machines such as computer, copy machine, scanner, fax machine, etc.; performs work in a variety of computer software such as Munis, Microsoft Word, Microsoft Excel, Microsoft Outlook, Purchasing Program, etc.

Uses a variety of general office tools such as calculator, hole punch, binding machine, etc.; a variety of general office supplies such as copy paper, calculator tape, file folders, writing instruments, etc.

Interacts and communicates with various groups and individuals such as Department Director, Assistant Director, Finance Department staff, Mayor’s Office staff, City Council Clerks, Federal and State government employees, vendors, and the general public.

Performs general administrative / clerical duties as required, including preparing reports…