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

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.

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interactions with all departments, co-workers and the general public.

Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attends work regularly and adheres to policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified i.e., poor communications, variance with policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees and managers in other departments, to project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, Deputy City Manager (Operations), professionals and the general public.

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions of time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.

Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations of the city regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means and timing to achieve the goals and objectives of the department and the city. Within the constraints of city policy, formulates the appropriate strategy and tactics for achieving departmental and city objectives. Organizes, arranges and allocates manpower, financial and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the department and city.

Uses discretion and judgment in developing and implementing courses of action affecting the department. When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.

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).