Contract Specialist (Planning - Building & Development Svcs)

Contracts And Agreements Specialist

Prepare, review and monitor contracts, agreements and/or leases for assigned department and/or division; ensure compliance with established provisions and perform a variety of tasks relative to the assigned area of responsibility. Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification. Job Descriptions are not intended to reflect all duties performed within the job.

Essential And Supplemental Functions

Essential functions may include, but are not limited to the functions listed below. Must be able to perform the essential functions of the job with or without a reasonable accommodation.

1. Prepare, review and monitor contracts, agreements and/or leases for assigned department; ensure compliance with established provisions.
2. File contracts in accordance with appropriate procedures and internal controls; obtain certificates of insurance, bonds and other appropriate certifications pursuant to contract provisions.
3. Monitor, and ensure compliance of negotiated services; identify resource needs; formulate and develop needs with appropriate management staff; allocate resources accordingly.
4. Physically inspect executed contract documents and/or leasehold to determine compliance with contractual obligations.
5. Coordinate the renewal and extension of contracts or leases; review agreements for term expiration dates, dates for adjustment of rents and fees and submittal dates for annual reports.
6. Provide agreement information to potential tenants, consultants, contractors, developers, legal counsel and other external entities; explain contract process, penalties and compliance terms as requested.
7. Prepare, maintain and monitor contract and agreement files as required; update and maintain an electronic library of contract, agreements and leases; prepare analytical and statistical reports on operations and activities.
8. Serve as liaison for assigned department and/or division between other City departments/divisions, contractors or tenants; may coordinate operational needs of tenant as needed.
9. May draft or assist in the preparation and negotiation of initial lease and agreement documents in compliance with established guidelines and department requirements.
10. May initiate accounts receivable collection processes, confer with tenant and participate in the resolution of tenant payment disputes; coordinate resolution with divisions, departments and/or other external entities.
11. May assist in the preparation of Request for Proposals (RFP), Request for Bids (RFB) and Request for Interest (RFI).
12. May prepare required lease and agreement documentation and transmit to tenants for signature, process leases and agreements in compliance with established policies and procedures.

Supplemental functions:

1. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of contract compliance and lease negotiations.
2. Provide or coordinate contract compliance staff training.
3. Perform related duties and responsibilities as required.

Minimum Education, Experience And Additional Requirements

Bachelor's degree from an accredited college or university in business administration, contract management, legal studies, law, public administration. public relations, technical writing, communications, or a related field; and Three (3) years of experience in the preparation, administration and monitoring of contracts, agreements or leases.

Working Conditions

Environmental: Office environment; exposure to computer screens, noise; may travel from site to site. Physical: Essential and supplemental functions may require maintaining physical condition necessary for walking, standing or sitting for prolonged periods of time.