Contracts Specialist I

:

Overview of Position

Procures materials, equipment, and services for the District in compliance with all School Board and Superintendent policies and State laws as necessary to the overall operation of the District. The Contracts Specialist I and II are positions within a series. Each position requires the exercise of discretion and independent judgment to make procurement decisions that are necessary to the overall operation of the District. The positions are distinguished chiefly by increasing levels of complexity and by their minimum qualifications.

Essential Functions

15%

• Coordinates assigned procurements with District staff and outside agencies and solicits qualified bidders;
• Maintains department project calendar and tracking list as projects arise.

30%

• Prepares and processes various procurement documents and correspondence for projects and bids, requests for proposals; informal proposals; and requests for qualifications
• Ensures that competitive solicitations are advertised as required by state law and attends pre-bid and pre-proposal conferences in conjunction with department management to address concerns and provide direction to bidders.

• Maintains expertise in assigned procurement areas.
• Applies applicable rules and regulations, including state and federal laws, Board polices, and Superintendent-approved procedures to assigned procurements.
• Responds to audit requests as requested by department management.

10%

• Collects RFP scoring responses and documentation.
• Prepares and reviews scoring summary for the award of competitive bids and proposals for various procurements.

5%

• Upon contract execution, ensures contract files are complete and in accordance with department standards in an effort to ensure audit compliance.

10%

• Responds to various requests for contract and bid-related information from internal and external clients.
• Provides instructions and responds to questions regarding procurement procedures, timelines, bond and insurance requirements, public records requests, and debriefs.

5%

• Provides assistance and administrative support to Contracts Manager and Purchasing Manager as requested.
• Provides assistance to other Contracting personnel as requested by department management.

5%

• Demonstrates continuous effort to improve operations and develop alternative methods for work simplification and efficiency that may result in decreased turnaround times and streamlined work processes.

5%

• Keeps department management informed of activities and provides reports to department management as requested.

OTHER FUNCTIONS:

• Participates in trade show and conferences as appropriate with the purpose of networking, conducting outreach, and forming professional relationships.
• SPS web administrator.
• Input and maintain a variety of databases and files.
• May perform related duties consistent with the scope and intent of the position.

RELEVANT COMPETENCIES: Interpersonal Skills Is warm and easy to approach; builds constructive and effective relationships; uses diplomacy and tact to diffuse tense situations; has a style and charm that immediately puts others at ease and disarms hostility.

• Relates well with others
• Builds constructive and effective relationships.
• Considers and responds appropriately to the needs and feelings of different situations.
• Is tactful, diplomatic and demonstrates consistency and fairness.

Functional / Technical Skills Possesses required functional and technical knowledge and skills to do his or her job at a high level of accomplishment; demonstrates active interest and ability to enhance and apply new functional skills.

• Understands the technical aspects of the job and keeps up-to-date on key technical or functional aspects of the job.
• Applies appropriate technical/functional knowledge to address situations in a timely manner.
• Thinks of ways to apply new developments to improve organizational performance.
• Shares expertise and skills with others when appropriate.

Customer Focus Commits to meeting the expectations and requirements of internal and external stakeholders; acts with stakeholders in mind; values importance of providing high-quality customer service.

• Makes customers and their needs a primary focus of his/her actions.
• Thinks ahead and considers the impact of actions both internally and externally.
• Develops trust, credibility and maintains strong relationships with customers.
• Goes the extra mile to satisfy customer needs and expectations.

Organization Skills Knowledgeable about how organizations work; gets things done both through formal and informal channels; effectively maneuvers through complex political situations.

• Understands the origin and reasoning behind key policies, practice and procedures.
• Understand the cultures of organizations, and acknowledges corporate politics as a reality.
• Get things done, or through formal channels and the informal network.
• Relates well to and regularly interacts with both authority figures and peers.

Learning on the Fly Learns quickly when facing new problems; analyzes both successes and failures for clues to improvement; experiments and will try anything to find solutions; enjoys the challenge of unfamiliar tasks.

• Shows willingness to learn new methods.
• Learns quickly when facing new problems and tries to understand the basis for change.
• Treats change and new situations as opportunities for learning and growth.
• Modifies behavior quickly to deal effectively with challenging or unfamiliar tasks

DISTRICT-WIDE CORE COMPETENCIES: Collaboration Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties.

• Is seen as a team player who encourages efficient and effective collaborations.
• Works skillfully in difficult situations with both internal and external groups.
• Represents his/her own interests while being open-minded to other groups.
• Builds respectful and productive relationships internally and externally.

Getting Results (Action Oriented) Performs work with energy and drive; values planning, but will take quick, decisive action when an opportunity presents itself.

• Demonstrates a strong sense of urgency about solving problems and getting work done.
• Focuses on achieving the goal even in the face of obstacles.
• Assumes responsibility for starting and finishing work with minimal supervision.
• Strives for new levels of performance.

Decision Quality & Problem Solving Uses analysis, wisdom, experience and logical methods to make good decisions and solve difficult problems with effective solutions; appropriately incorporates multiple inputs to establish shared ownership and effective action.

• Weighs the consequences of options before making a decision.
• Applies appropriate criteria to situations for the purpose of making decisions.
• Displays self-confidence in own judgment.
• Focuses in the facts and solutions instead of opinions and problems.

Integrity Is widely trusted; is seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain.

• Deals with people and situations in an honest and forthright manner.
• Represents information and data accurately and completely.
• Represents the confidentiality of information and concerns shared by others.
• Takes ownership if a mistake is their own and does not blame others.

Accountability Holds self and others accountable for measurable high-quality, timely and cost-effective results; determines objectives, sets priorities and delegates work; accepts responsibility for mistakes; complies with established control systems and rules.

• Takes responsibility and action as if the risks (financial or otherwise) are his or her own.
• Holds individuals and team accountable for their actions and results.
• Initiates action even if outcome is uncertain and is willing to accept the consequences of failure.
• Aligns own activities and priorities to meet broader organizational needs.
• Demonstrates courage and confidence in his or her own ability.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledgeable with standard procurement procedures and processes; federal and state laws regarding common school purchases; School Board policies; and Superintendent-approved procurement-related procedures.
• Working knowledge of E-Builder
• Ability to communicate effectively orally and in writing to include ability to write reports and maintain the integrity of data and information.
• Proficiency in Microsoft Office Suite; Adobe Acrobat and Share Point.
• Ability to make decisions in a timely manner and to work effectively under pressure.
• Exercises discretion and independent judgment.
• Experience interpreting and applying state statutes and District policies regarding procurement activities; displays ability to explain and enforce procurement policies and procedures;
• Adaptable to change and remains flexible while upholding all applicable laws and District policies and procedures.
• Ability to work collaboratively and maintain effective working relationships in a multicultural environment.

Typical Qualifications

EXPERIENCE/EDUCATION: A typical way to obtain the knowledge and abilities would be: Three (3) years of work experience in procurement or contracts in a large public or private agency; Associate's in business administration or related field; Bachelor's preferred; or an equivalent combination of education and experience. Any equivalent combination of education, experience and training that provides the required knowledge, skills and abilities to perform the work will be considered. DESIRED CERTIFICATIONS & LICENSES: Certified Public Procurement Buyer (CPPB) certification. CLEARANCES: Criminal Justice fingerprinting and background check.