Contract Specialist

The class specification for the position of a Contract Specialist for the Sheriff's Office is responsible for coordinating all activities associated with contracts for all major purchases for the agency. Under general supervision, this position will perform a variety of administrative duties associated with the process of soliciting and contracting for the acquisition of goods and services including bids, specifications, and post-award monitoring to ensure compliance with contractual terms and conditions; and performs related duties as assigned. This position will also assist with the grant management process in order to cultivate an in-depth understanding of grant contracting requirements. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.

Job Prerequisites:

Associates degree preferred, but not required.

· Above average computer skills.

· Above average written and verbal communication skills.

· Must possess the ability to work independently.

· Must also possess strong organizational skills and the ability to multitask on several projects simultaneously.

· Prompt and regular job attendance is an essential job function.

Essential Job Functions:

· A contract specialist is responsible for coordinating all phases of contract preparation and administration including vendor contracts, professional service agreements, grants, and change orders.

· Ensure contract compliance and if necessary, may initiate corrective action. Review contracts for risk identification and make recommendations for contract language to mitigate risk to the agency.

· Develops, compiles and distributes documents relating to project bidding process including invitations to bid, informal and formal sealed bids and proposals, quotes, contract specifications and addenda.

· Assists with coordinating solicitation conferences; acts as a liaison for evaluation committees to evaluate responses to Requests for Proposal; reviews and analyzes bids for responsiveness, prices, terms, conditions and adherence to specifications; determines prospective contractor responsibility; recommends and executes award on Invitations for Bid and Requests for Proposal.

· Prepares and reviews annual contracts, including analysis and approval of contractor change orders, contract amendments, assignments, and other contract documents, monitoring and evaluating contractor performance, contract renewals and addressing vendor/contractor deficiencies.

· Reviews bids for completeness, compliance with submission requirements, mathematical accuracy and required insurance coverage and bonding.

· Prepares requisitions associated with contract purchases, reviews specifications for materials, supplies, services and equipment.

· Executes and maintains long and short-term contracts and monitors performance to ensure compliance with contractual terms and conditions including insurance and bonding.

· Troubleshoots and resolves problems that may arise from bids, proposals, quotes, contracts, or concerns expressed by departments and/or vendors.

· Consults with department personnel on variety procurement needs.

Examples of work performed:

The examples of work as listed in this class specification are not necessarily descriptive of any one position in the class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.

· Sets work priorities to meet deadlines and ensure an efficient work flow.

· Responds to inquiries and concerns in a timely manner.

· Participates in cross-training activities as required.

Knowledge, skills, and Abilities:

· Ability to communicate effectively, both verbally and in writing.

· Ability to interact effectively and coordinate with others both internally and externally.

· Ability to plan, organize and make sound decisions.

· Ability to follow instructions and maintain high ethics.

· Ability to prioritize and multi-task.

· Ability to manage and deal effectively with conflict and inter-personal issues with professionalism, tact and diplomacy.

· Skill in applying appropriate public relations techniques as situations warrant and forming cooperative relationships with others whom do not have a direct reporting relationship.

· Ability to establish and maintain effective working relationships with officials, vendors, department directors, employees and the general public.

· Ability to express ideas clearly when providing oral and written reports and recommendations on administrative, financial, and technical issues.

· Skill in analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, and implementing recommendations in support of goals.

· Skill in researching, evaluating, and using new methods, products and techniques for operational improvements.

· Ability to interpret oral, written, technical information and data dealing with complex variables to identify, analyze and solve problems of considerable difficulty.

Working Conditions:

· The job requirements include sitting, standing and walking

· Movements associated with the duties and responsibilities are: bend/stoop, squat, crawl, climb, reach above shoulder level, crouch, kneel, balancing and pushing/pulling as necessary.

· The weight that could be lifted during the course of performing the duties and responsibilities range from zero to 10 pounds depending on the activity.

· The repetitive foot movements required include both right and left foot 8 hours a day.

· The hands used for repetitive action would be affected by whether the individual was left or right- handed. It includes, simple/light grasping 7 hours a day and fine dexterity 7 hours a day.

EQUAL OPPORTUNITY EMPLOYER M/F

VETERANS’ PREFERENCE IS AVAILABLE TO ELIGIBLE APPLICANTS

IRCSO IS A DRUG FREE WORKPLACE

Job Type: Full-time

Pay: From $41,820.00 per year

Benefits:

• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid jury duty
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $41,820