CONTRACTS COORDINATOR

Contracts CoordinatorThe Department of Cultural Affairs & Special Events (DCASE) supports artists and cultural organizations, invests in the creative economy, and expands access and participation in the arts throughout Chicago's 77 neighborhoods. As a collaborative cultural presenter, arts funder, and advocate for creative workers, our programs and events serve Chicagoans and visitors of all ages and backgrounds, downtown and diverse communities across our city – to strengthen and celebrate Chicago. DCASE produces some of the city's most iconic festivals, markets, events, and exhibitions at the Chicago Cultural Center, Millennium Park, and in communities across the city – serving a local and global audience of 25 million people. The department offers cultural grants and resources, manages public art, supports TV and film production and other creative industries, and permits special events throughout Chicago.The Contracts Coordinator position in the Finance & Development division has the responsibility of directing, preparing, and coordinating the processing of contracts, suborders, and purchases for the purpose of procuring goods and services from various vendors that provide services, goods, and/or equipment. In this capacity, the position performs the following:Directs and coordinates the preparation and processing of departmental contractual documents (e.g., contracts, suborders, direct vouchers) for the procurement of goods and servicesSupervises and directs staff engaged in contract and payment processing activitiesReviews and approves purchase requisitions, ensuring accuracy, funding availability, and conformance with City procurement policies and proceduresCoordinates with the Department of Procurement Services to monitor minority/women-owned business enterprise (MBE/WBE) participation to ensure department contracts meet City goalsReviews bids and proposals and makes award recommendations to the Department of Procurement ServicesPrepares and processes contract revisions, amendments, and extensionsOversees the preparation and processing of vendor paymentsServes as liaison to the Departments of Law, Finance, and Procurement Services to expedite and troubleshoot contract-related problemsPrepares various contract status and summary reportsSupervises the maintenance of contract records and related documentsReviews and revises contract specifications for goods and servicesMonitors vendor performance to ensure compliance with contract terms and conditionsInforms and instructs relevant parties (e.g., project managers, contractors, subcontractors, delegate agencies) on current contract availability and contracting process requirementsLocation: Department of Cultural Affairs and Special Events (DCASE) 78 E Washington St, Chicago Cultural Center, Chicago, IL 60602 Days: Monday – Friday Hours: 8:30am – 4:30pm THIS POSITION IS IN THE CAREER SERVICEQualificationsMINIMUM QUALIFICATIONS · Eight (8) years of work experience in the development, negotiation, and administration of procurement contracts, OR · Graduation from an accredited college with an Associate's degree, plus six (6) years of work experience in the development, negotiation, and administration of procurement contracts, OR · Graduation from an accredited college or university with a Bachelor's degree, plus four (4) years of work experience in the development, negotiation, and administration of procurement contracts, OR · Graduation from an accredited college or university with a Master's degree or higher, plus three (3) years of work experience in the development, negotiation, and administration of procurement contracts Knowledge: Considerable knowledge of procurement practices and procedures used by the city. Considerable knowledge of legal, technical, and financial aspects of procurement. Considerable knowledge of techniques of contract negotiation Skills: Excellent interpersonal, organizational, and customer service skills. Strong written and oral communication skills. High attention to detail. Confident contract negotiation skills. Skill in managing complex processes and accelerated timelines within a fast-paced environment. Strong proficiency in Microsoft Word, Excel, PowerPoint, internet, and social media. Strong proficiency with procurement methods. Abilities: Must be detail oriented. Ability to review and compose contracts for accuracy and compliance. Ability to prepare financial and narrative reports. Demonstrated ability to work effectively on multiple projects and tasks. Ability to plan, manage, prioritize, and follow through on projects and tasks.SELECTION REQUIREMENTS This position requires applicants to complete an interview which will include a skills assessment as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected. Preference will be given to candidates possessing the following: · Previous work experience preparing contracts in a government setting · Previous work experience in research and development of written specifications · Previous work experience managing multiple projects/initiatives · Previous work experience creating and developing reports · Previous work experience using ORACLE based databases