Contract Specialist

Contract Specialist

Reporting to the Contract Administrator, the Contract Specialist assists with contract administration processes, performing a variety of activities associated with contract preparation for execution, monitoring, and compliance. The Contract Specialist has oversight of multiple, concurrent agreements and/or contracts, and performs related work as required, including data entry into the contract management database, maintenance of paper and digital files, facilitating routing and approvals, and monitoring existing contracts.

What You Will Do

• Prepares scope of work, writes contracts, reviews terms and conditions, and makes recommendations.
• Drafts and prepares templates for certain contracts and other standard forms.
• Primary responsibility for drafting, processing, reviewing, and tracking College Memorandum of Understanding (MOU) and Affiliation agreements.
• Ensures contracts comply with Federal and State laws and other policy guidelines.
• Monitors status of contract, including contract expirations, renewals, and extensions, and maintains contract database files.
• Prepares contract renewal letters and maintains related ticklers and files.
• Ensures proper and timely closure of contracts upon expiration or termination.
• Communicates regularly with stakeholders to facilitate and understand desired outcomes and ensure information is correct and meets expectations.
• Performs reviews to ensure compliance with applicable policies, laws, and regulations.
• Supports audits related to contracts and procurement.
• Maintains information in the Texas Ethics Commission's database related to Certificate of Interested Parties (Form 1295) filings.
• Reviews documents and drafts responses to Public Information Act (PIA) or Freedom of Information Act (FOIA) requests, as needed.
• Prepares monthly contract compliance reporting for the Legislative Budget Board (LBB) and other agencies.
• Assists in preparing policies and agenda items for Board meetings and committee meetings.
• Performs other related duties as assigned.

Competencies

Knowledge, Skills, and Abilities

• Must know current and legally binding contractual language and terminology.
• Knowledge of state/federal contract and grant regulations.
• Knowledge of word processing and spreadsheet applications.
• Must possess technical writing and editing skills, which include contractual language and procedures.
• Ability to identify, analyze, and suggest solutions for problems, complaints, and client/vendor concerns.
• Excellent oral and written communications and interpersonal skills.
• Good organizational skills and the ability to multitask on several projects simultaneously.
• Ability to use independent judgment and discretion
• Detail-oriented with skills in proofreading materials and data entry to ensure accuracy
• Ability to maintain confidential and sensitive information
• Ability to use computer applications, including a working knowledge of the Microsoft Office suite (Outlook, Excel, and Word).
• Experience using Enterprise Resource Planning (ERP) systems such as Banner or PeopleSoft.
• Ability to work collaboratively with others.

Supervisory Responsibilities

Individual Contributor

Work Environment: Regular work required outside of normal business hours

Physical Demands: Sitting, walking, standing, typing, lifting to (~25 lbs.)

Travel Required: Yes - Minimal

If travel is required, the candidate must have and maintain a current, valid Texas driver's license and an acceptable driving record.

Who You Are

Required Education

Associate Degree in an area such as law, contract administration, business, finance, or procurement. A combination of directly-related work experience and education will be considered if the Associate's Degree is in another field.

Required Experience

Three years of experience working in a public or private business environment with exposure to Texas procurement and contracting laws.

Preferred Education

Bachelor's Degree in business, law, or finance.

Preferred Credentials/Licensures

Paralegal certification

Preferred Qualifications

• Two years of contract administration, paralegal, or procurement experience.
• Texas higher education experience.

Additional Information

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• Will have contact – in person, by email, or by phone – with staff, students, and the general public.
• Must exhibit a sensitivity to and an understanding of the diverse academic, socio-economic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.
• Regular and punctual attendance is an essential function of each employee.

Note: With or without reasonable accommodation, the individual in this position must possess the competencies and must be able to perform the essential functions and duties of the job as described above, including essential tasks requiring specific physical demands.

This is a security-sensitive position. Candidates will be subject to a criminal background check.