Contracts Management Specialist

Contracts Management Specialist 3

This position is responsible for the management of contracts in various stages of contract management from approval through negotiating to contract closeout. Provides technical support and guidance to ADOT staff, other local and state governmental agencies, and private industries as they relate to ECS procedures. Ensures contracts are compliant and timely.

Remote work:
This position may be available for remote work within Arizona (2 days per week in the office).

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Process Contract Modifications on active contracts based on each contract's terms and conditions. Ensure modifications are processed in accordance with current ECS contract modification processes and are complete, accurate, and compliant with contract terms and conditions. Perform all tasks related to the advertisement and selection of all contract types, including preparation of the Request for statement of Qualifications and consultant selection.

Process Requests for Payments on active contracts based on each contract's compensation clause, ensuring compliance with the Arizona Prompt Pay Law (ARS 28‑411). In partnership with ADOT Finance Department/ADOT Project Manager, ensure TRACS numbers are open/correct, and funding is available.

Negotiate contracts with consultants after selection in partnership with ADOT Project Manager. Assemble final contract and distribute documentation after Notice to Proceed. Prepare a variety of administrative and management reports. Participate in internal quality process improvement teams which collaboratively work to prepare, recommend, and implement procedural changes to improve accuracy, consistency, and efficiency in business operations.

• Federal/State Laws/Statutes to ensure compliance of all contract requirements terms & conditions through the life of the contract.
• Correct understanding & good use of legal contractual language. Online evaluation criteria/process/analysis techniques to review, analyze, evaluate and/or determine action(s) required to process various documents received.
• Terminology required to prepare documents that are acceptable to ADOT, in the best interest/protecting the liability of the State.
• Operational procedures of an engineering organization to determine appropriateness of proposed costs during contract negotiations.
• Fundamentals of budget development /expenditure control/ funding rules /regulations to determine type of contract compensation.

• Organizing and prioritizing work assignments to ensure no project delays while processing contracts and/or agreements.
• Reviewing and approving payment reports and monitoring expenditures.
• Microsoft Excel, Word, Adobe Acrobat, and Google products.
• Oral and written communications.
• Building and maintaining effective working relationships with internal customers, consultant community, and other departments.
• Summarizing technical information, organizing completion schedules, planning and prioritizing work activities.

• Has a natural inclination for curiosity and a passion about the business.
• Establish open channels of communication across the departments, including being proactive while communicating and readily addressing tough issues directly.

Experience in qualifications-based selection processes and management of Architectural and Engineering contracts.

Experience as a Contract Management Specialist I, where monitoring contractual expenditures and execution of contract modifications was used.

This position requires driving or the use of a vehicle as an essential function of the job and the following requirements apply. Any employee operating a motor vehicle on State…