Senior Contract Coordinator (Purchasing Department)

POSITION SUMMARY:

The Senior Contract Coordinator is responsible for the coordination of the County's contractual process from drafting language, preparation, and review of contracts to negotiation and resolution of all commercial, legal, and insurance issues between the contracting parties. Duties are performed with a high degree of independence under the supervision of the Director, Contracts & Procurement and Contract Manager.

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Draft the low and mid-level contracts and assist the Contract Manager with high-level and more complex contracts, including negotiation of the terms and scope to create a final contract that is acceptable to both parties. Interfaces with the County Solicitor and the County's insurance broker as directed for opinions.
• Prepare documents, advertises, and administers Invitations to Bid (ITB) for construction and assigned non-construction projects. Prepares Request for Proposals (RFPs) and Statements of Interest (SOIs) as assigned. Analyzes vendors' bids and makes recommendations to the Director to award contracts as the result of the public bidding process.
• Conduct pre-bid/pre-proposal conferences with prospective bidders/proposers in complex purchases; compiles Amendments/Addendums, perform the duties required of Purchasing throughout the RFP process; and provides expertise concerning compilation and layout of contract specifications and presides at formal bid and proposal openings.
• Prepare a comprehensive contract agenda for submission to the Chief Clerk and/or Deputy Chief Clerk for the Commissioner's Board meetings to present completed contract documents for approval. In the absence of the Contract Manager answer any questions the Board may have about a particular contract.
• Prepare high-level, Requests for Quotations (RFQ) for maintenance, and obtain vendor quotations. Evaluate quotations using price comparison methods; calculate the effects of transportation, minimum orders, discounts, and lead times; and identify the responsive, responsible vendor providing the lowest cost quotation. This shall include but not be limited to maintenance contracts.
• Ensure that requisitions submitted by end users are complete to ensure that reports generated within Oracle based upon this information are accurate, as this represents the County's comprehensive records, i.e. its database. Ensure that requisitions and POs are completed and maintained in a timely and accurate manner to ensure the contract records and reports remain accurate. Run contract reports for the Director and Contract Manager as needed. Maintain ITB/RFP Log, electronic files, and, hard copy records as applicable for County contracts
• Review, analyze, and tabulate invoices for commodities as needed to include but not be limited to the following: cellular phones and hotspots/ MiFis. Maintain spreadsheets containing cellular phones and hotspots/MiFis.
• Assist in the compilation of data and the draft report of the annual in-direct allocation data for the department.
• Update templates and process and procedure documents as assigned by the Director.
• Assist as needed regarding functions of the County of Berks P-Card program.
• Projects as assigned by the Director.

MINIMUM EDUCATION AND EXPERIENCE:

• Bachelor's degree in business or public administration OR at least eight years of equivalent experience.
• Minimum of three years' experience in either paralegal work or contract administration, experience shall include drafting and negotiating scopes of work and contract terms and conditions.
• Minimum of three years in a procurement organization with at least 20 user departments
• A paralegal certificate is preferred.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:

• Thorough knowledge of contract law, contract language, Article 2 of the Uniform Commercial Code, and commercial insurance.
• General knowledge of public procurement procedures, best practices, and codes/regulations.
• Ability to procure without prejudice, seeking to obtain the maximum, ultimate value for each dollar of expenditure.
• Ability and willingness to speak, understand, read and write English, knowledge and understanding of writing and grammar, and ability to perform basic and analytical arithmetic computations.
• Ability and willingness to use good judgment in decision-making and to adhere to the highest ethical standard while performing purchasing functions.
• Working knowledge in using PCs as well as Microsoft Office products (Excel, Word, Access, and Outlook), and the Internet.
• Excellent oral and written communication skills.
• Ability and willingness to multi-task in a stressful environment and set priorities and meet deadlines.
• Decision-making, analytical, and problem-solving skills at the level required to effectively perform the position responsibilities.
• Organized, self-motivated, detail-oriented, and able to work independently.
• Ability to handle stress.
• Physical presence in the office is required.

PHYSICAL DEMANDS:

While performing the duties of this position, the incumbent will frequently be required to sit for extended periods of time. Stand, walk, talk or hear, and work with office equipment and work with electronic media which can create eye strain. Occasionally, the employee will be required to lift or carry a standard archive-size box of files up to 35 lbs.

WORKING ENVIRONMENT:

Normal office environment.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.