Contract Specialist

Job Title

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.

Essential Job Functions

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.

Knowledge, Skills & Abilities

Performance indicators include 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.

Education, Experience & Special Requirements

Requires a Bachelor's Degree in Public Administration, Business Management, Contract Management, or a related field, and 3-4 years of experience with governmental purchasing or contract management, or an equivalent combination of education and experience necessary to meet the minimum requirement of the position. Position requires Virginia Contract Officer (VCO) within 24 months of being employed with the City or equivalent certification.

An acceptable general background check to include a local and state criminal history check.

A valid driver's license with an acceptable driving record.

Physical Demands

Must be physically able to operate a variety of office machinery and equipment including calculators, copiers, etc. Must be able to exert up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects. Physical demand requirements are for Light Work.

Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving instructions, assignments and directions from management.

Requires the ability to read contract language, terms and conditions, work orders, project specifications, schedules, invoices, equipment manuals, repair manuals, maps, codes, policy manuals, and blue prints. Requires the ability to prepare correspondence, reports, budgets, purchase orders, schedules, payroll documents and appraisals using prescribed format and conforming to all rules of grammar, punctuation, diction and style. Requires the ability to communicate effectively in Standard English.

Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of instructions furnished in mathematical or diagrammatic form; and to deal with several abstract and concrete variables.

Requires the ability to record and deliver information, explain procedures, and follow oral and written instructions. Must be able to communicate effectively and efficiently using Standard English, mechanical, technical and electrical terminology.

Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiply, and divide.

Requires the ability to inspect items for proper length, width and shape.

Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.

Requires the ability to handle a variety of items, such as office equipment. Must have minimal levels of eye/hand/foot coordination.

Requires the ability to differentiate between colors and shades of color.

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.

Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).

Americans With Disabilities Act (ADA) Requirements

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.