What are the responsibilities and job description for the Contract Specialist position at Homestead, City of (FL)?
JOB
General Functions: This is specialized administrative work at a professional level responsible for monitoring the performance of contracted entities to ensure compliance with a variety of complex contractual terms and conditions and/or grant requirements. Work involved will require independent actions & decisions as well as performing complex and routine clerical and technical work in purchasing goods and services.Reports To: Procurement Director Assistant Director/ManagerSenior BuyerSupervisory Responsibility: May exercise supervision over clerical, temporary, or other staff as assigned.
EXAMPLE OF DUTIES
Essential Duties and Responsibilities: Responsible for contract administration to include negotiation and preparation of complex contractual/legal agreements, monitor compliance with terms and conditions of agreements, reviewing forms and submitted documents for compliance, completeness, and corrections.Adhere to Purchasing Policies, Ethics, Federal, State laws and City ordinances.Train staff and/or contracted parties on compliance and regulation matters.Subscribe to and be bound by the Universal Public Procurement Certification Council (UPPCC), the Institute for Public Procurement (NIGP), Miami Dade County and City of Homestead Code of Ethics.Responsible for contract administration, negotiates and prepares contracts, reviews, scans and uploads contracts for public record. Assist Project Manager(s) and/or department(s) with review of Contract requests, contract extensions/renewals, amendments and task orders.Negotiate and assist in settlement of contract disputes.Maintain contract files and ensure documents and pertinent materials are current; conducts close out actions upon contract completion.Conduct cost and price analysis.Assist new contractors/vendors with process requirements.Prepare reports and correspondence.Review requisitions; confers with vendors and staff to obtain product or service information such as price, availability, and delivery schedule.Select products for purchase by testing, observing, or examining items; estimates values according to knowledge of market price.Determine method of procurement such as direct purchase, quotation or public solicitation (ITB/RFP/RFQ).Assist department in obtaining or developing bid specifications, market research, and price analysis. Perform duties related to issuance of public solicitations to include preparation of solicitation documents, advertisements, meetings, advertisement approvals, Cone of Silence document, legal approvals, minutes, postings, administrative checks, recommendations for awards.Assist in review of bid proposals and negotiations of contracts within budgetary limitations and scope of authority.Perform duties to hold public meetings, such as Pre-Bid Meetings, Bid Openings, Evaluation Committee Meetings, and Vendor Debriefings/Hearings. Perform administrative review of proposer(s) to include interviewing vendors to obtain information relative to product, references, price, ability of vendor to produce product, perform service and delivery date. Perform check which includes search in the System for Award Management (SAM), State of Florida and City of Homestead list(s). Licenses, bonds, insurance.Prepare Council Agenda Reports (CAR), for the department(s) to present to Council for approval.Prepare quote requests, tabulations, addenda, award/non-award letters and issues purchase orders.Purchase supplies, machinery, equipment tools, raw materials, parts, services and supplies necessary for the operation of the various departments; charges purchases to appropriate department.Maintain procurement records for the purchase order file, records on purchases for items or services to include costs, delivery, product quality or performance, and inventories.Facilitate meetings to coordinate implementation of projects.Discuss defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine source of trouble and take corrective action.Oversee delivery of goods and services to users.Administer inter-local cooperative purchasing agreements with other agencies.Assist City Clerk in location contracts for public records’ requests. Assist in the department in performing end-of-year inventory count.Assist with Hurricane/Emergency Preparation.Assist with preparation of the department’s fiscal year budget.Participate in vendor fairs and events.Remain active in the profession by continuing education & professional development.Perform other duties as assigned.All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.Type of Appointment/Work hours: Full-time/Regular in-person position.Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day or four (4) days of ten (10) hours per day. The workday may be varied for the efficient delivery of public service.Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.Will be required to work occasional overtime or shift assignments, if applicable.
SUPPLEMENTAL INFORMATION
Core Competencies: Judgment - Sound decisions based on fact; uses logic to solve problems.Quality of Work - Performs work thoroughly, accurately, and professionally.Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.Safety - Committed to ensuring a safe environment and complies with applicable safety standards.Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.Work Authorization/Security Clearance: The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization. Equal Opportunity Statement: The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.Veteran’s Preference Policy: In accordance with Florida Statute 295.07, F.S., Chapter 55A-7, the City of Homestead complies with Florida law by providing Veterans' Preference in hiring. Qualified applicants, including veterans, spouses, widows/widowers, parents of service members, and current reserve or National Guard members, may receive hiring priority if they meet minimum qualifications and can perform the duties required. Veterans’ Preference includes additional points on exams, prioritized placement on employment lists, and education waivers for certain qualified individuals. This preference ensures eligible candidates are considered fairly at all stages of the hiring process. For questions, contact the Human Resources Department.
General Functions: This is specialized administrative work at a professional level responsible for monitoring the performance of contracted entities to ensure compliance with a variety of complex contractual terms and conditions and/or grant requirements. Work involved will require independent actions & decisions as well as performing complex and routine clerical and technical work in purchasing goods and services.Reports To: Procurement Director Assistant Director/ManagerSenior BuyerSupervisory Responsibility: May exercise supervision over clerical, temporary, or other staff as assigned.
EXAMPLE OF DUTIES
Essential Duties and Responsibilities: Responsible for contract administration to include negotiation and preparation of complex contractual/legal agreements, monitor compliance with terms and conditions of agreements, reviewing forms and submitted documents for compliance, completeness, and corrections.Adhere to Purchasing Policies, Ethics, Federal, State laws and City ordinances.Train staff and/or contracted parties on compliance and regulation matters.Subscribe to and be bound by the Universal Public Procurement Certification Council (UPPCC), the Institute for Public Procurement (NIGP), Miami Dade County and City of Homestead Code of Ethics.Responsible for contract administration, negotiates and prepares contracts, reviews, scans and uploads contracts for public record. Assist Project Manager(s) and/or department(s) with review of Contract requests, contract extensions/renewals, amendments and task orders.Negotiate and assist in settlement of contract disputes.Maintain contract files and ensure documents and pertinent materials are current; conducts close out actions upon contract completion.Conduct cost and price analysis.Assist new contractors/vendors with process requirements.Prepare reports and correspondence.Review requisitions; confers with vendors and staff to obtain product or service information such as price, availability, and delivery schedule.Select products for purchase by testing, observing, or examining items; estimates values according to knowledge of market price.Determine method of procurement such as direct purchase, quotation or public solicitation (ITB/RFP/RFQ).Assist department in obtaining or developing bid specifications, market research, and price analysis. Perform duties related to issuance of public solicitations to include preparation of solicitation documents, advertisements, meetings, advertisement approvals, Cone of Silence document, legal approvals, minutes, postings, administrative checks, recommendations for awards.Assist in review of bid proposals and negotiations of contracts within budgetary limitations and scope of authority.Perform duties to hold public meetings, such as Pre-Bid Meetings, Bid Openings, Evaluation Committee Meetings, and Vendor Debriefings/Hearings. Perform administrative review of proposer(s) to include interviewing vendors to obtain information relative to product, references, price, ability of vendor to produce product, perform service and delivery date. Perform check which includes search in the System for Award Management (SAM), State of Florida and City of Homestead list(s). Licenses, bonds, insurance.Prepare Council Agenda Reports (CAR), for the department(s) to present to Council for approval.Prepare quote requests, tabulations, addenda, award/non-award letters and issues purchase orders.Purchase supplies, machinery, equipment tools, raw materials, parts, services and supplies necessary for the operation of the various departments; charges purchases to appropriate department.Maintain procurement records for the purchase order file, records on purchases for items or services to include costs, delivery, product quality or performance, and inventories.Facilitate meetings to coordinate implementation of projects.Discuss defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine source of trouble and take corrective action.Oversee delivery of goods and services to users.Administer inter-local cooperative purchasing agreements with other agencies.Assist City Clerk in location contracts for public records’ requests. Assist in the department in performing end-of-year inventory count.Assist with Hurricane/Emergency Preparation.Assist with preparation of the department’s fiscal year budget.Participate in vendor fairs and events.Remain active in the profession by continuing education & professional development.Perform other duties as assigned.All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.Type of Appointment/Work hours: Full-time/Regular in-person position.Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day or four (4) days of ten (10) hours per day. The workday may be varied for the efficient delivery of public service.Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.Will be required to work occasional overtime or shift assignments, if applicable.
SUPPLEMENTAL INFORMATION
Core Competencies: Judgment - Sound decisions based on fact; uses logic to solve problems.Quality of Work - Performs work thoroughly, accurately, and professionally.Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.Safety - Committed to ensuring a safe environment and complies with applicable safety standards.Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.Work Authorization/Security Clearance: The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization. Equal Opportunity Statement: The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.Veteran’s Preference Policy: In accordance with Florida Statute 295.07, F.S., Chapter 55A-7, the City of Homestead complies with Florida law by providing Veterans' Preference in hiring. Qualified applicants, including veterans, spouses, widows/widowers, parents of service members, and current reserve or National Guard members, may receive hiring priority if they meet minimum qualifications and can perform the duties required. Veterans’ Preference includes additional points on exams, prioritized placement on employment lists, and education waivers for certain qualified individuals. This preference ensures eligible candidates are considered fairly at all stages of the hiring process. For questions, contact the Human Resources Department.
