Contract Specialist

General Statement of Job 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 documents and internal supply market drivers into customer requirements, which can impact future business performance such as materials, labor and fuel cost. Confers with supplier representatives to ensure full understanding of bid requirements and responds to inquiries from vendors and the public. Updates contract reports and ensures 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 justifications requested by departments. Manages department relationships, responding to long‑ and short‑term procurement, sourcing requirements and questions. Performs contract administration duties and maintains contract documents. Processes requisitions and change orders promptly. Receives and reviews requisitions, specifications, scopes of work and translates documents into the appropriate acquisition process (RFP, IFB, RFQ). Tabulates and analyses bids and proposals; determines the lowest responsible bidder; and refers results to department staff for review and presentation of contract award. 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. Performance Indicators Knowledge of Job: Thorough knowledge of contract administration, bid specification development, procurement practices and regulations; understanding of commodity grades, supply sources, price trends and markets; knowledge of Virginia public procurement procedures; preparation of technical specifications, invitations to bid and bid analysis; independent judgment in decision making; vendor and consultant selection and negotiation; accurate record‑keeping and report preparation; effective communication; and strong working relationship skills. Quality of Work: Maintains high standards of accuracy, implements remedial action when needed, and communicates effectively with all departments, co‑workers and the public. Quantity of Work: Produces efficient output for all duties described in “Essential Job Functions.” Dependability: Completes assigned work on or before deadlines, following directives, policies, standards and prescribed procedures. Attendance: Adheres to policies and procedures regarding absences and tardiness; provides adequate notice for vacation and time‑off requests. Initiative and Enthusiasm: Works proactively, anticipates tasks, and initiates directions with minimal supervision. Judgment: Exercises analytical judgment, identifies problems, seeks alternatives, implements decisions, and researches questions before acting. Cooperation: Accepts supervision, seeks clarification, and offers suggestions to improve cooperation across the department. Relationships with Others: Shares knowledge, contributes to morale, and maintains courteous relationships with staff, managers, and the public to project a positive departmental image. Coordination of Work: Plans and organizes daily work, establishes priorities, avoids duplication, estimates completion times, and maintains a calendar of meetings and deadlines. Safety and Housekeeping: Adheres to safety and housekeeping standards and maintains a clean workspace. Planning: Uses information creatively to enhance departmental activity, formulates strategies within policy constraints, and allocates resources efficiently. Decision Making: Applies discretion and judgment to develop and implement actions that meet department and city objectives. Education & Experience 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. Position requires a Virginia Contract Officer (VCO) certification within 24 months of employment. Special Requirements An acceptable general background check, including a local and state criminal history check. A valid driver’s license with an acceptable driving record. Minimum Qualifications Physical Requirements: Must be able to operate office machinery, exerts up to 25 pounds occasionally or 10 pounds frequently, and manage light‑work physical demands. Data Conception: Ability to compare and judge characteristics of data, people or things. Interpersonal Communications: Ability to convey information, receive instructions and directions from management. Language Ability: Read and prepare contract language, terms, schedules, invoices and reports; communicate effectively in Standard English. Intelligence: Apply logical or scientific thinking to define problems, collect data and draw conclusions. Verbal Aptitude: Deliver information and follow oral and written instructions; communicate using Standard English and technical terminology. Numerical Aptitude: Use mathematical formulas and calculations. Form/Spatial Aptitude: Inspect items for proper dimensions. Motor Coordination: Coordinate hands and eyes with office equipment. Manual Dexterity: Handle items with minimal coordination. Color Discrimination: Differentiate between colors and shades. Interpersonal Temperament: Adapt to minimal stress situations and provide instruction to others. Physical Communication: Talk and hear effectively. Equal‑Opportunity and ADA Requirements The City of Portsmouth is an Equal Opportunity Employer. The City will provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. #J-18808-Ljbffr