Contract Specialist

Contract Specialist

Under the general direction of the Director of Procurement, the Contract Specialist (CS) serves as the lead in managing procurement activities for assigned Client Departments. The CS performs complex, technical, and analytical work involving the development, administration, and oversight of contracts. This position requires a high level of responsibility and expertise in public sector procurement processes. Contract Specialists will be responsible for understanding, managing, and developing solutions that address the technical, analytical, and administration elements of complex procurements, solicitations, contract negotiations, and awards related to the procurement of professional services, services in the trades, products, equipment, supplies, and in some case, complex construction, and modernization projects.

Spearheads and takes full responsibility for their assigned Client Departments procurement needs, by assisting them to organize, prioritize, implement, and realize needed, authorized, procurement activities; and

Provides guidance and informs their assigned Client Departments regarding contracting approaches, methods, options, best practices, industry standards, the vendor pool, small and disadvantaged business, and choices at each step in the procurement process; and

Serves as a consultant to senior and middle management staff in the interpretation of contracts and contracting policies, and procedures; and

Prepares and issues solicitation packages for the purchase of goods and services, ensuring compliance with the Authority policies and procedures, and with established guidelines, rules, and regulations of the Department of Housing and Urban Development (HUD); and

Prepares Board submittal packages and recommendations; and

Makes Award Recommendations; and

Monitors contractor performance and closes out files upon completion of contracts; and

Assist and/or resolves contract related protests or disputes and claims; and

Maintains accurate and current contract and relevant correspondence file system both in hardcopy and electronically and advises staff in advance of expiring contracts; and

Prepares timely weekly reports and other correspondence related to contract and procurement activity, including expirations, disputes, resolutions, and any other concerns expressed by internal or external customers; and

Maintains a high degree of confidentiality relative to work performed. Responsible for Contract Administration functions from Contract Award through Contract Close-out; and

Coordinates and facilitates the activities of contract management including meetings with vendors on all contract administration related matters; and

Ensures contracts are compliant with rules, regulations, policies, and procedures; and

Leads and/or guides staff in the procurement process and best practices. Develops the Vendor Outreach Plan, compliance review of solicitation and checklist items; and

Facilitates Pre-proposal meetings; and

Develops Addendum Content; and

Reviews proposals and facilitates process to assist with Evaluation Committee Discussion; and

Reviews Conflict of Interest and Non-Disclosure Forms; and

Negotiates Contracts; and

Compliance Review on Procurement Packaging; and

Conducts price analysis and assist with cost analysis preparation; and

Attends CCGS weekly department meetings; and

Interfaces with Client Department and Government Entities.

Execute special projects. Performs other related duties and responsibilities as assigned.

A bachelor's degree in business or public administration or a related field, with a minor or emphasis in procurement; Four years of highly responsible experience involving procurement, with an emphasis on the preparation, evaluation, and administration of contracts. AND Possession of a valid California driver's license and an insurable driving record. Bilingual skills in ASL, Mandarin, Cantonese, Vietnamese and/or Spanish are a plus. Equivalent combinations of education, training and experience will be considered.

Principles and practices of procurement of goods and services and construction related contracting; Legislation governing the construction contracting process. Computer systems designed for tracking procurement activity. Knowledge of U.S. Department of Housing and Urban Development (HUD) rules and regulations as it pertains to procurement.

Research costs of various commodities, analyze and provide a recommendation from data. Forecast potential future costs for commodities; negotiate, evaluate, and implement large contracts, including construction contracts. Work under pressure with a high degree of responsibility and accountability. Effectively use computer-based data processing systems. Communicate effectively, both orally and in writing. Establish and maintain effective professional working relationships with co-workers, management, partner agencies and the community; lead or supervise staff.