Contracts Specialist

POSITION TITLE: Contracts Specialist
DEPARTMENT: Administration
LOCATION: Longview, WA
REPORTS TO: Purchasing Manager
FLSA STATUS: Nonexempt, fulltime
WAGE RANGE: $44.20 - $53.00 per hour DOE

Open until filled, first review date: April 8, 2025

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***

Position Summary:

Achieves the Tribe’s goals and objectives by conducting wide variety of procurement and contracting duties including drafting contracts, task orders, work requests, and interagency agreements; preparing bidding documents and conducting bidding process; ensuring all legal, insurance, and bonding requirements are met prior to contract execution; preparing reports; recording documents; maintaining the contract log and filing system; and working with the project managers to administer active contracts. Maintains accurate and current contract records.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Facilitates procurement for public works construction and other departments, for both professional and general services; develops Requests For Quote, Requests For Proposal, and Invitations to Bid processes; creates schedules; coordinates notices; assembles bid documents; attends pre-bid meetings and bid openings; and prepares contracts.
• Manages contract development through all lifecycle stages (draft, revision, approval, filing, and distribution), ensuring that insurance, bonding, and legal requirements are met, and internal processes and records are maintained.
• Interacts professionally with colleagues, other agencies, developers, contractors, consultants and the public.
• Administers active contracts (construction, development, condominium, etc.) to identify calendar, notify, and ensure completion and compliance with all deliverables in collaboration with project managers and responsible parties.
• Provides on-going assistance to staff on contract development and compliance issues.
• Administers Agency records management policies and procedures to maintain complete, orderly, accurate, and accessible working files and archives.
• Evaluates records for retention in compliance with organizational policies.
• Acquires and maintains knowledge of contract, purchasing, and procurement standards and stays abreast of developments in industry laws, trends, and practices.
• Contributes to a team effort and accomplishes related results as required.
• Performs special projects and other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of purchasing policies and practices and cost analysis techniques
• Knowledge of formal and informal competitive bidding principles, processes and legal requirements.
• Knowledge of best agency practices to procure goods, services, and public works construction.
• Knowledge of types of agreements used in construction projects and interagency partnerships.
• Skill in contract administration.
• Skill in public procurement and contracting.
• Skill in the use and evaluation of insurance certificates.
• Skill in records management and retention principles, practices, and procedures.
• Skill in researching, reading, and comprehending complex contract documents.
• Skill in organizing and successfully completing a variety of contracts-related responsibilities for complex and visible public projects.
• Skill in interpreting, applying and explaining policies, procedures, instructions, contract requirements, and applicable laws and regulations.
• Skill in preparing detailed, complete, and timely reports and related documentation.
• Skill in operating various word-processing, spreadsheets, database and accounting software programs in a Windows environment.
• Ability to develop and manage contracts throughout the contracting lifecycle.
• Ability to comprehend and follow verbal and written instructions in technical and non-technical language; and to clearly explain complex issues.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to apply logical and team-based problem-solving techniques that build collaboration and ensure efficient use of resources.
• Ability to manage a variety of competing tasks and priorities while meeting deadlines.
• Ability to take initiative, overcome obstacles, and maintain momentum on assignments.
• Ability to anticipate questions, issues, and concerns and troubleshoot effectively.
• Ability to work independently as well as cohesively with a team..
• Ability to make decisions, exercise good judgment and demonstrate political astuteness.
• Ability to maintain poise while dealing with people in difficult situations; exercise tact and diplomacy; and interact in a professional and courteous manner.
• Ability to maintain confidentiality.

Minimum Qualifications:

• Bachelor’s degree in Business Administration, Accounting, Finance or related field.
• Four years of experience in purchasing and procurement of goods and services.
• Experience managing all phases of a contract’s life cycle.
• A combination of relevant education and related work experience may be considered.
• Valid driver’s license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening / investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks, education and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks including fingerprint verification.

Physical Demands:

While performing the duties of this job, the employee regularly is required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands or arms; and talk or hear. The employee occasionally is required to climb or balance; and stoop, kneel, or crouch. The employee is occasionally required to lift up to 20lbs. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work Environment:

Work is generally performed in an office setting with a moderate noise level. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common. Travel may be required for training, meetings, conferences, presentations, and other events.

Salary : $44 - $53