Contract Specialist

General Statement of Job

Under general supervision, this position administers, organizes and coordinates all aspects of pre award and post award functions of specialized procurement services for city departments. Reports to the Purchasing Agent.

• Collects or assists in collecting technical information for the development of proposals for city services, supplies and equipment.
• Writes Requests for Proposals to meet the city’s needs or the needs of internal customers.
• Monitors, analyzes and incorporates changes from legal document and internal supply market drivers into customer requirements, which can impact future business performance, such as materials, labor and fuel cost.
• Confers with supplier representative to ensure full understanding of bid requirements and respond to inquiries from vendors and the public.
• Update contract reports and makes sure contracts are renewed in a timely manner. Works with the City Attorney or designee to draft new contract templates.
• Administers procedure requisitions, change orders and sole source justification requested by departments.
• Manages department relationships, responding to long and short-term procurement, sourcing requirements and questions.
• Performs contract administration duties and maintenance of contract documents. Processes requisitions and change orders in a timely manner.
• Receives and reviews requisitions, specifications, scopes of work and translates documents into the appropriate acquisition (RFP, IFB, RFQ process.
• Tabulates and analyzes bids and proposals; determines lowest responsible bidder; and refer to department staff for review and present award of contract.
• Keeps abreast of new product purchasing innovations.
• Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Thorough knowledge of contracts administration, development of bid specifications, and procurement practices and regulations. Has thorough knowledge of various grades and qualities of commodities, supply source, price trends and markets. Has thorough knowledge of Virginia Public Procurement procedures. Is able to prepare technical specifications; invitations to bid and to analyze bids. Is able to exercise independent judgment in making decisions. Is able to identify, select and negotiate with vendors and consultants.

Is able to maintain accurate records and prepare reports. Is able to effectively communicate and express ideas orally and in writing. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interactions with all departments, co-workers and the general public.

Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.”

Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attends work regularly and adheres to policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations.…