Contracts Specialist

This position involves advanced technical and administrative tasks related to contract administration. Responsibilities include inspecting and monitoring Contracts/Agreements/Leases awarded by the City to ensure timely compliance with the terms & conditions, as well as any other responsibilities needed to support the Procurement Department.

Position Scope:
This position involves diverse administrative and technical responsibilities, focusing on the administration of the citys contracts under general supervision. It requires a high level of technical expertise. This is a Procurement support position.

This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent may be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Adhere to Purchasing Policies, Ethics, Federal, State laws and City ordinances.

• Monitors compliance with terms and conditions of contractual agreements in which the City of Sunny Isles Beach is a party.
• Tracks contracts approaching the end of their term and coordinates renewal/re-bid with departments.

• Assist Project Manager(s) and/or department(s) with contract extensions, renewals, amendments, Notice to Proceeds and task orders.
• Facilitates Project Kick-off meetings to coordinate implementation of projects.
• Negotiates and works towards settlement of contract disputes.

• May be responsible for negotiating contracts related to RFP's, RFQ's, Quotes etc.

• Assist in negotiations of contracts within budgetary limitations and scope of authority.
• Assist City Clerk in public records requests pertaining to contracts.
• Investigates and addresses unacceptable goods and/or services with end-user departments, vendors, and others to determine source of unsatisfactory performance and takes corrective action with direction from Legal.
• Assist with vendor performance tracking & creating written reports.

• Trains staff and/or contracted parties in compliance and regulation matters.
• Studies and standardizes procedures and processes related to job function and makes recommendations to improve efficiency and effectiveness making sure goals and objectives are met.
• Conducts on-going analysis and research on current and projected City projects.
• Prepares correspondence and supporting documents relating to the execution and administration of agreements and maintains close contact with all contractors and/or grantors to ensure compliance with contracts, and/or loans leases.
• Investigates complaints relating to non-compliance issues as required by applicable contract requirements and ordinances.
• Researches emergency requests, investigates sole source purchases, piggyback contract options to suit departmental needs.
• Assist with the drafting of Commission memos and resolutions.
• Attends meetings and conferences as directed on behalf of the Procurement Department.
• Conducts reference checks and other necessary reviews of potential bidders.
• Performs special projects, as assigned by the Procurement Director.
• Prepares a variety of comprehensive reports.
• Provides City departments with general support and technical assistance, as required.
• Provides contract management training to departments and/or project managers.
• Assist with inter-local agreements with other agencies.
• Performs related duties as required.

• Considerable knowledge of contract monitoring principles, including federal government contracting requirements.
• Knowledge of procurement principles, methods and procedures.
• Strong writing and analytical skills.
• Knowledge of record retention laws and procedures.
• Ability to research, analyze data and reach sound conclusions.
• Ability to utilize Microsoft Word, Excel and Outlook with proficiency.
• Ability to maintain and establish effective working relationships with other employees, elected officials, vendors and the general public.
• Ability to communicate well orally at all levels of the organization with tact and diplomacy.

• Knowledge of negotiations/interviewing practices and techniques.

• Ability to make sound decisions based on fact; uses logic to solve problems.
• Performs work thoroughly, accurately and professionally.
• Customer service focus and results oriented individual.
• Positive attitude and ability to maintain composure.
• Excellent written and oral communication skills.

• Bachelor's Degree in Business or Public Administration or a related field
• 5 years of experience in procurement and/or legal departments, focused on monitoring and interpreting complex contractual agreements.
• Experience in ensuring contract compliance through interviews and examination of documentation, or experience for inspecting and monitoring compliance with requirements pertaining to contractual or business agreements may substitute for education

Licenses and/or Certifications:

• A CPPB (Certified Professional Public Buyer), or CPCM (Certified Professional Contracts Manager) certification is desired.
• Any combination of education and experience may be considered.

Additional Information:

• There is a one-year probationary period.
• It is the responsibility of the incumbent to maintain their licenses and/or certification as a job requirement.