Contract Specialist

What Success Looks Like In This Job

The Department has elected to consider a range of experience for this vacancy. A candidates' qualifications will determine the level at which they are hired.

Contract Specialist II: This position is intended for those individuals who have an intermediate level understanding of public procurement requirements, general business law, local, state, and federal laws, the Uniform Commercial Codes and general commercial laws. The expectation is this position must be able to make independent decisions and apply procurement and accounting principles to a variety of medium risk technical and non-technical procurements.

Contract Specialist III: This position is intended for those individuals who have an advanced level understanding of public procurement requirements, general business law, local, state, and federal laws, the Uniform Commercial Codes and general commercial laws. The expectation is this position must be able to make independent decisions and apply procurement and accounting principles. The Contract Specialist’s III primary focus is on contracts of higher complexity and risk for the County's major Capital Improvement Programs including but not limited to, construction contracts, professional service agreements, maintenance and service agreements.

The salary range for each level is below.

Contract Specialist II: $65,513.72 - $94,994.89

Contract Specialist III: $82,709.56 - $119,928.86

Examples of Duties for Success

• Under intermittent to minimal supervision, purchases a wide variety of technical and non-technical items; procure professional services, equipment, materials and supplies.
• Prepare bid specifications, assist and review specifications set by the Offices/Departments; and assure open competition and equal opportunity to all bidders.
• Edit and rewrite purchase requisitions to more clearly reflect descriptions of times, quantities, pricing and special conditions and instructions for purchases.
• Contact suppliers and vendors to obtain information about products, prices and availability.
• Negotiate bid prices, terms and conditions for contracts, leases and rental agreements.
• Review and educate employees on purchasing policies and procedures.
• Analyze bids, quotations and requests for proposals.
• Act as an agent for the County at bid openings; schedule bid and request for proposal openings; draft recommendations for purchases to the Board of County Commissioners.
• Schedule and facilitate pre-conference for bids and requests for proposals.
• Coordinate compliance issues with the user Office/Department and the County Attorney staff.
• Assist in establishing teams and creating evaluation criteria to evaluate bids and request for proposals.
• Prepare and administer contractual agreements for procurement of goods and services.
• Participate Cooperative Bid Programs.
• Dispose of obsolete equipment; determine disposal methods for used and obsolete equipment.
• Prepare Notices of Award, Notices to Proceed and Denial Letters.
• Promote good customer service and open communications with all Offices and Departments of the County.
• Participate in the training of employees in JD Edwards Enterprise One Software.
• Coordinate purchases of like-kind goods or services by multiple Offices/Departments to optimize volume discounting.
• Perform other related duties and responsibilities as required

Qualifications for Success

KNOWLEDGE SKILLS AND ABILITIES:

• Intermediate (Advanced for CSIII) level understanding of public procurement requirements, Local, State and Federal laws, the Uniform Commercial Codes and general commercial laws.
• General Business Law.
• Accounting practices, including: invoicing, overages, shortages and returns for credits.
• Purchasing practices, procurement procedures.
• Communicate to County staff their procurement responsibility and promote compliance with County objectives, policies and programs.
• Advise and assist other Offices/Departments in obtaining specifications, develop specifications and obtain quotations.
• Analyze and develop solutions to problems resulting from the diversified nature of procuring goods and services.
• Identify sources of supply to ensure on time and competitive based deliveries.
• Consolidate purchases of like or common items.
• Work with the Offices/Departments in the processing of emergency purchases.
• Determine if the quality of the materials, the serviceability of the equipment or the services rendered met or exceeded requirements.
• Negotiate and prepare contractual agreements with the aid of higher level staff.
• Computer skills: Operate modern office equipment including computer equipment. Proficient operations of spreadsheet, word processing and database software.
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and harmonious working relationships with end using departments, coworkers, and colleagues.
• Ability to easily work in and lead teams with small to large groups of people.
• Effective time management skills
• Ability to work and balance multiple projects at one time.
• Strong organizational skills

More Qualifications for Success

Contract Specialist II:

Experience:

• Four (4) years of professional purchasing experience, preferably in government.

Education and Training:

• Bachelor's degree from an accredited college or university with major course work in purchasing, accounting, business or public administration or related field.
• A combination of technical and professional procurement and contracting experience, which provided the same kind, amount and level of knowledge acquired in the required education, may be substituted on a year-for-year basis for the bachelor's degree only, but not for the required experience as detailed above.
• Course work from NIGP, NAPM, or ISM may be substituted for major college course work.
• May be required to take a minimum of two (2) NIGP courses on an annual basis; courses to be agreed upon by the Contract Specialist and the Procurement and Contracts Manager.
• Training in JD Edwards Enterprise One Purchasing system will be required in the first year of employment and as needed on an ongoing basis.
• May be required to attend in person conferences in state and out of state on occasion.

Background Check: Must pass a criminal background check

Contract Specialist III:

Experience:

• Five (5) years of progressive purchasing and contracting experience, three (3) of which must be in a governmental setting.

Education and Training:

• Bachelors degree from an Accredited College or University with major course work in purchasing, accounting, business or public administration or related field.
• Five (5) years of progressive purchasing and contracting experience, three (3) of which must be in a governmental setting. A combination of technical and professional procurement and contracting experience, which provided the same kind, amount and level of knowledge acquired in the required education, may be substituted on a year-for-year basis for the bachelor's degree only, but not for the required experience as detailed above. Course work from NIGP, NAPM, or ISM may be substituted for major college course work.
• May be required to take a minimum of two (2) NIGP courses on an annual basis; courses to be agreed upon by the Contract Specialist and the Procurement and Contracts Manager.
• Training in JD Edwards Enterprise One Purchasing system will be required in the first year of employment and as needed on an ongoing basis.
• May be required to attend in person conferences in state and out of state on occasion.

Certification: CPPB, CPPO, CPM, CPP, CCPM Certification Required within 12 months of hire / progression.

Background Check: Must pass a criminal background check