Contract Specialist

GENERAL PURPOSE
The Contract Specialist is responsible for managing the full lifecycle of contracts for the City of Independence, from creation, review, approval, compliance and execution. This position ensures that all contracts comply with applicable laws, regulations, and organizational policies. The Contract Specialist serves as a key liaison between internal departments, vendors, and other stakeholders to ensure clarity, transparency, and accountability throughout the contracting process.
SUPERVISION RECEIVED & EXERCISED

Performs work under the general supervision of the Finance Director.

ESSENTIAL FUNCTIONS
The Contract Specialist role may perform some or all of the following duties, including additional duties as assigned.
General Duties

• Manage contract process from initiation through closeout, including drafting, review, approval, execution, and renewal processes.
• Maintain accurate contract records, track expiration dates, and facilitate timely renewals, amendments, or terminations.
• Develop and implement processes, tools, and reporting systems to improve contract lifecycle management and departmental compliance.
• Provide guidance and training to staff on contract management best practices and policy compliance
• Participate in continuous improvement initiatives to enhance efficiency, transparency, and accountability in contract administration.
• Review a wide range of contracts, including professional services, construction, maintenance, and intergovernmental agreements.
• Coordinate with internal departments to ensure contracts receive appropriate legal, financial, and operational review prior to execution.
• Develop and maintain contract management systems, templates, and tracking tools for efficiency and accountability.
• Provide guidance and training to staff on post-award contracting procedures, compliance requirements, and best practices.
• Assist in preparation of reports, analyses, and recommendations for management and governing bodies related to contract status, compliance, and budget performance.
• Support risk management by identifying potential legal, financial, or operational risks within contracts and recommending mitigation strategies.

MINIMUM QUALIFICATIONS

Education and Experience:
Bachelor’s Degree in Business Administration, Public Administration, Finance, Legal Studies or related field;
AND
Two(2) to four (4) years of experience in contract administration, procurement, or a related function with a preference for public sector experience;
OR
Equivalent combination of education and experience

Knowledge, Skills, and Abilities Required:

• Knowledge of contract law.
• Knowledge of procurement practices.
• Knowledge of public sector budget practices.
• Knowledge of negotiation practices.
• Skilled in effective oral and written communication.
• Skilled in contract negotiations.
• Skilled in preparing and presenting information to internal staff and external vendors.
• Skilled in utilizing contract management software.
• Skilled in multitasking and prioritizing multiple tasks.
• Ability to communicate complex information clearly both orally and in writing to a variety of audiences.
• Ability to perform work accurately, completely and in a timely manner.
• Ability to build relationships and collaborate with individuals both internally and externally.

Special Requirements and/or Qualifications:
Must complete required NIMS training within first six months of hire. This is online training that will be provided upon hire.

Work Environment:
Work is performed in a typical office environment. While performing the essential functions of this job, the employee is frequently required to walk, sit, use repetition of hands and fingers, ability to reach with hands and arms, talk, and hear. Mental application utilizes memory for details, verbal instructions, complex thinking and creative problem solving.

Equal Employment Opportunity Statement
The City of Independence is an Equal Opportunity Employer, and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. The City of Independence is a background screening, drug-free workplace.

The City of Independence provides reasonable accommodations to qualified individuals with disabilities. If you would like to request a reasonable accommodation in order to apply for a job, please submit your request to humanresources-coi@indepmo.org.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right in coordination with the governing union (if applicable) to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.