Contract Specialist

Performs administrative and technical work in the preparation of bid specifications for contracted purchases of goods and services in compliance with local and state procurement rules, regulations, policies, and procedures.

ESSENTIAL JOB FUNCTIONS

• Receives requisitions for contract purchases; analyzes and checks for specifications and adherence standards; writes invitations for bids and specifications, including building construction, major and heavy equipment, road construction and maintenance materials, office supplies, janitorial and maintenance materials, and/or related equipment. 
• Receives, reviews and approves purchase requisitions; converts requisition to purchase order and submits for payment; and processes changes to purchase orders as needed.  
• Consults with various department heads regarding equipment and material needs; reviews purchase requests, makes decisions regarding optimum methods of bidding. 
• Evaluates project requirements for scope of work, schedules, standardization, liability, and legal issues. 
• Researches a wide variety of purchasing issues. 
• Participates in specification review process; reviews specifications of each project for adherence to department needs and County standards; evaluates documents for grammar, spelling, and updates as needed; and uploads to department website. 
• Serves as initial contact for contractual disputes; communicates with vendors, service providers, and County staff regarding contract specifications; initiates problem resolution; and maintains current files. 
• Maintains and updates online catalog of current projects; creates, edits, and uploads advertisements, vendor lists, solicitations, addendums, award recommendations and related documentation; and moves documents to historical catalog upon completion. 
• Performs basic administrative duties including written reports, memorandums, letters, and electronic correspondence, interaction with others, and communication through telephone and meetings. 
• Provides exceptional customer assistance, problem-solving, and/or complaint resolution by all forms of communication.

Education and Experience:

An equivalent combination of relevant training, education and experience:

• Associate’s Degree
  • Preferred
    • Business administration 
• Three (3) years of experience in private/public purchasing involving a wide variety of goods involving bid specification, contract administration, and direct contact with vendors.

License and/or Certificates:

• Preferred:
  • Certified Professional Public Buyer (CPPB)  

• Knowledge of departmental policies, plans, and procedures.
• Knowledge of modern office practices, plans, and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other job-related computer programs and software applications.
• Knowledge of purchasing methods and procedures, including writing of bids and specifications. 
• Knowledge of sources, prices, market factors, and product characteristics. 
• Knowledge of operations and practices of local government; ability to interpret and follow departmental functions, procedures and policies. 
• Knowledge of methods and techniques in contract administration. 
• Skill in the use of standard office computer equipment and software applications.
• Analytical and research skills.
• Skill in effective communication, both orally and in writing.
• Skill in prioritizing and organizing work.
• Skill in the use of office equipment such as a computer, multi-line telephone system, scanner, fax machine, and copier.
• Ability to make recommendations and to use resourcefulness and tact in solving new problems. 
• Ability to ascertain priorities and meet deadlines and objectives. 
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor. 
• Ability to maintain accurate records and reports.
• Ability to provide internal/external guidance and customer assistance via all forms of communication.
• Ability to use computers for data entry, word processing, and/or accounting purposes.
• Ability to author reports, business correspondence, and procedure manuals. 
• Ability to establish and maintain effective working relationships with managers, service providers, other employees, and the general public.

PHYSICAL DEMANDS

Stooping, walking, sitting, pulling, lifting, grasping, hearing, seeing up close, seeing far away, kneeling, reaching, pushing, talking, standing, finger movement, repetitive motions, depth perception.

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment.

RISK/SAFETY CONDITIONS

The position requires no exposure or risk related to physical and/or mental health and safety.

Salary : $22