Contract Specialist

*Contract Specialist*

Lake Havasu City

Closing Date: Open Until Filled

Salary: $29.68 - $43.04/Hourly; DOQ

Trainee Rate of Pay: $26.72/Hour

FLSA Status: Non-Exempt

To apply for this position: Select apply and add your skills and certifications, and you MUST attach a resume in the attachment section of the application.

General Definition of Work

Performs intermediate-skilled technical work managing, monitoring, and maintaining contract databases, agreements, and leases, ensuring contract compliance with policies and procedures, maintaining files and records, preparing reports, and related work as apparent or assigned. Work is performed under the limited supervision of the Procurement Official.

The ideal candidate will be results-driven, motivated by challenges, and have excellent communication, organization, and relationship-builder interpersonal skills. A strong working knowledge of procurement and contracting best practices, as well as an understanding of related state, federal, and local regulations, is preferred. This position will be responsible for contract compliance review with the procurement program, including scope of work review, and development of agreements, in addition to providing support for the disposition of surplus equipment, supplies and materials. Responsibility includes creating, managing, updating, and maintaining contract databases, including the templates, terms, and conditions library. Experience in Oracle or other similar software solutions, utilizing electronic contract management, workflows, eSignature, eProcurement, procure-to-pay, and supplier relationship management. Experience in public sector with working experience in municipal, county or state government procurement is ideal. Preference will be given to the candidate who has or can provide credentials verifying they are in the process of obtaining their supply chain or procurement-related professional certification, i.e., Certified Professional Public Buyer, Certified Public Purchasing Officer, or similarly issued nationally recognized certification.

Essential Functions

The requirements listed below are representative of the knowledge, skill, and/or ability required and are subject to change as needs and job requirements change. Position assignments may vary. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Manages, updates, and maintains contract databases; oversees contract processes; prepares reports utilizing databases and software.

Analyzes, manages, and maintains procurement contracts, agreements, and leases; manages, updates, and verifies contract statuses and databases; coordinates contract status with City Department(s); assists departments with City procurement contract procedures and policies.

Manages, analyzes, and verifies Certificates of Insurance (COI) for contract compliance, new agreements, and renewal agreements; monitors expirations and cancellations; ensures indemnification and liability requirement compliance.

Manages and processes annual COI for Cities contract obligations (s) with State, Federal, and Local Agencies, and various Parties; evaluates and prepares submissions of proof of insurance to various agencies and parties based on contractual requirements; submits Proof of Insurance to various Agencies and Parties, and ensures receipts.

Coordinates renewal of contracts, agreements, and leases; offers guidance on contractual matters and City contract policy administration; reviews contract terms to ensure compliance with federal and state laws and city policies.

Researches and provides recommendations for contract issues; reviews and researches contract documentation prepared for council meetings; ensures proper filing of executed agreements with City Clerk, including renewals, certificates of completion, termination, and expirations.

Provides lead assistance and system administration duties with Oracle Enterprise Resources Planning (ERP)-Contract Management System, conducting analysis, design set-up, and working with service support teams on integrations and issues.

Performs application administrator support to test Procurement, Sourcing, and Contract Management systems for quarterly maintenance patches and annual upgrades; provides recommendations for implementation and business process adjustments.

Trains staff and various personnel on procurement contract requirements and processes; trains staff in Oracle and other Sourcing software, contracts, procurement, and accounting, including requisitioning, budgeting, and payment processing.

Assist as necessary with department budget, requisition, and invoice processing; provides general file information as needed; completes special projects as needed.

Operates and maintains motor vehicles or other work-related equipment requiring a valid driver's license.

Minimum Qualifications

Associates/Technical degree with coursework in business, public administration, or related field and moderate experience in government or municipal contracts, insurance and liability policies, databases, or equivalent combination of education and experience.

Special Qualifications

Certified Professional Public Buyer, Certified Public Purchasing Officer; or similarity issued nationally recognized certification preferred.

Must meet and maintain all training and education requirements for the position.

Valid driver's License of appropriate class.

Knowledge, Skills & Abilities

General knowledge of managing the contract lifecycle, including but not limited to: draft, modification, execution, amendments and renewal of contracts; general knowledge of standard definition and systems functionality surrounding contract classifications; general knowledge of the preparation and review of all contract documentation; general knowledge of the negotiation of legal terms and review of scopes of work with a goal of quality assurance.

Skill in the use of personal computers, associated software packages, hardware, and peripheral equipment.

Ability to disseminate contract documents to the appropriate parties, externally and internally; ability to maintain a centralized file, storage and documentation system for all contract-related material; ability to update contract templates and generation of exhibits; ability to reconcile discrepancies related to contract invoices with accounts payable; ability to review all contracts to ensure accuracy of language with respect to approved legal templates and sourcing guidelines; ability in budget development; ability to remain in compliance with policies and procedures; ability to prepare reports as required; ability to perform due diligence/vetting on potential suppliers and drawing a conclusion after careful examination of the facts and information gathered; ability to establish effective working relationships with associates, supervisors, subordinates, Court officials, law enforcement agencies, local attorneys, and the general public.

Working Conditions

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires reaching with hands and arms and occasionally requires standing, walking and stooping, kneeling, crouching or crawling; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).