Contract Analyst

JOB SUMMARY

Responsible for all aspects of Contracts Management, including but not limited to the review of terms and conditions, negotiation with other parties, and drafting contractual provisions and amendments, to avoid contractual disputes and financial losses for the agency.   The Contracts Analyst reports directly to the Purchasing Manager and indirectly to the Accounting Controller and Chief Financial Officer. 

ESSENTIAL JOB FUNCTIONS:

• Responsible for formal bids and contract development that are in compliance with General Orders of the Sheriff's Office, and applicable state and federal statutes
• Analyzes projects within a department, identifying such items as the existing need for formal bids, a project scope of work, deficiencies in current vendor performance, and goals for corrective action to ensure that agency meets internal standards and accreditation goals
• Oversees the bid process to include developing Requests for Proposals (RFP), advertising RFPs / Request for Quotes (RFQ), and Requests for Information (RFI), maintains bid database, reviews bids/quotes/information received; ensuring compliance with all applicable statutes, rules, policies and procedures
• Facilitates the advertising of competitive RFPs, ensuring they appear in the appropriate publications/locations to ensure availability to the vendor community and/or distributing them to interested vendors contained on approved participant lists in accordance with applicable rules/regulations/requirements
• Retains all received bids in a secure confidential manner until public opening is held
• Maintains all appropriate documentation pertaining to the bid process, including but not limited to a copy of the bid specifications, copies of responses received, a listing of vendors that received bid copies, vendors who submitted bids, etc
• Carefully evaluates risk analysis on each vendor that submitted a bid by researching pertinent information, prepares accurate comparison reports detailing vendor risk, in accordance with agency policies
• Reviews bids to determine and/or recommend bid disposition based on an accurate and thorough analysis of the bid in terms of meeting required specifications; price, delivery, quality, vendor performance, and any other pertinent factors
• Participates on the Proposal Evaluation Committee for each project, documents meeting notes, evaluation forms and committee questions and suggestions
• Ensures contracting party is not on any suspended or debarment list(s) prior to contract approval
• Participates in contract negotiations, representing the Sheriff Office interests and ensuring that all compliance issues are thoroughly addressed
• Develops standardized language and guidelines for RFP and contract templates
• Collaborates with Legal Counsel to interpret and apply compliance guidelines to contracts
• Completes insurance review to determine liability coverage requirements
• Prepares, reviews and interprets contracts for completeness, accuracy, balance of power, state statute compliance and/or conformance with bidding specifications, purchasing guidelines, code requirements and governmental/agency regulations
• Coordinate with contract originator to resolve any complaint/deficient contractual items through revision, to ensure the legal and financial interests of the Sheriff’s Office are protected
• Coordinates the internal approval and rewriting of agreements, negotiates terms with vendors and obtains final signatures from all parties
• Secures Certificates of Insurance (Cols) and copies of applicable license(s)
• Researches and addresses any contract related issues
• Assesses vendor performance to ensure products, service, quality and pricing are in compliance with contract terms and identify/draft amendments to existing contracts as the need arises
• Compose well-written and timely contract/vendor related letters and correspondence as needed
• Reviews all contract renewals for accuracy, completeness, and suitability for acceptance, submitting the reviewed contract and recommended revisions to the appropriate authority for final disposition
• Completes internal review process of contracts for compliance, in accordance with agency policies
• Collaborates with agency’s Relationship Manager to evaluate vendor performance and to develop strategies to mitigate any deficiencies in delivery of products/services in meeting contractual requirements
• Responsible for researching and confirming cooperative purchasing agreements for requisitions
• Coordinates with Purchasing Specialist II to establish and accurately updates vendor files per changes in contracts and/or agreements
• Suggests revisions to general orders, and standard operating procedures which affect internal processes related to procurement transactions
• Responds to questions concerning the interpretation, requirements, terms and limitations of contracts and agreements 
• Maintains contract portfolio, including MOUs, in the contract management software, tracking all agreements and related information (e.g., vendors information, licenses, insurance, certifications, etc.) and proactively ensures agreements are renewed timely
• Notifies and collaborates with Relationship Manager to review/renew contracts timely
• Monitors contract portfolio to perform proper close-out, extension or renewal of agreements
• Prepares and/or amends purchase orders for initial term, amendments, extensions or change orders
• Acts as Custodian of Records for all contracts, MOUs and related documents for the agency
• Prepares response for Public Records Requests pertaining to contracts and agreements for review by the Controller
• Ensures that all retained documentation is stores in a manner that facilitates ready retrieval as necessary
• Ensures continuity and operational efficiency is obtained through accurate and timely dissemination of information consistent with agency policy and procedures
• Performs due diligence, contractual, ongoing monitoring, and termination activities to ensure completeness, accuracy, and timely contract portfolio management
• Provides regular (monthly) contract portfolio and pipeline status reports to the Purchasing Manager, Controller and/or Chief Financial Officer
• Informs Purchasing Manager and/or Chief Financial Officer of any notable concerns with 3^rd party relationships and/or monitoring results
• Strong time management skills and successfully handles multiple projects simultaneously
• Strong analytical thinking and problem-solving skills to ensure procurement goals are met
• Collaborative team player to ensure Contract Portfolio Management goals are met in a timely manner
• Strong work ethic, able to work independently in a team environment
• Displays negotiation and interpersonal skills, using professional composure and courtesy
• Is resourceful and utilizes problem solving skills and delivers high quality work products
• Displays high standards of professional behavior
• Processes applicable incoming and outgoing documents and/or files in a timely manner consistent with supervisory direction and/or agency policies/procedures
• Participates in cross-training with other co-workers; assists those co-workers when the need arises and learns new tasks by working together as a team
• Reports identified or potential maintenance, safety, and/or non-compliance findings, hazards, and incidents to the appropriate personnel and/or department 
• Timely completes all assignments, special projects, and budgetary requirements (if applicable) as directed, adhering to applicable agency policies
• Adheres to leave and attendance policies, including punctual arrival and completing full shifts. Informs the supervisor about illness or untimely incidents, reports overtime hours worked, and timely submits timesheet, attendance, and leave requests
• Regularly checks assigned mailbox, phone calls, PowerDMS, and email messages, responding promptly and professionally
• Makes assigned chain of command aware of anything noteworthy
• Responds to supervision, guidance, direction, and feedback from executive staff and superiors in a receptive manner and in accordance with agency policies
• Conducts themselves in a polite, helpful, courteous, ethical, and professional manner, abiding by the established code of ethics, and demonstrates a courteous and professional image when engaged in any activity with the public
• Cultivates positive working relationships with colleagues and other agency units to enhance work area output and services in line with agency policies 
• Demonstrates an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and coworkers  
• Actively participate in job-specific training
• Operates and performs minor repairs for office equipment to manufacturer’s specifications and/or within the specified parameters pursuant to agency policies
• Performs other duties as assigned

Minimum Education, Experience and Requirements: 

• Bachelor’s Degree from an accredited college or university in a related business/legal field
• Three (3) years of relevant work experience required
• Associate’s Degree with six (6) years of relevant work experience may substitute for the four (4) year degree and meet the work experience requirement
• Proficient in Microsoft office products
• Speak and understand the English language

• The following items (or authorized equivalents) may be required at various steps in the application process:  
  1. Driver's License
  2. Birth Certificate
  3. Social Security Card
  4. Form DD214 for all periods served in the military
  5. GED or High School Diploma and Sealed Transcripts from the highest level of education
  6. FDLE Authority for Release (notarized)

Certification, Licenses and Registrations Requirements:

• None Specified
• Certified Third Party Risk Professional or paralegal designation preferred

Salary is negotiable for full-time positions prior to initial hire, if requested, based on verified experience up to step five (5) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions. 

Benefits for full time positions include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more. Benefits are effective the 1^st of the month after a full 30 days worked. For more information on benefits, please visit https://www.claycountygov.com/government/personnel-services/employee-benefits. 

The duration of the selection process may range from one (1) to three (3) months and may vary based on the number of applicants and/or urgency of filling the vacancy. 

Applicants are reminded to take note of the close date listed on this job posting. Interviews are not typically requested prior to this date.

If accommodations are required throughout any portion of the hiring process, please contact our Human Resources team at HR@ClaySheriff.com. 

All positions at the Clay County Sheriff’s Office have testing requirements to determine eligibility. All selected candidates will complete a drug screening, polygraph examination and a comprehensive background investigation as a condition of employment. Sensitive and/or confidential aspects of candidates’ personal lives may be explored during this process (including driving, drug usage, criminal, employment, and residential histories). 

Any job qualifications or requirements listed in this job posting are susceptible to written and/or physical testing. This testing may be included in the competitive selection process.

Reapplication/Retesting of discontinued or disqualified applicants is available after 365 days.  

This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application at https://www.claysheriff.com/departments/employment/.

Salary : $58,371 - $67,658