Contract Specialist I - IV

About the role

Performs contract duties to include developing, analyzing, evaluating, reviewing, processing, ensuring applicable compliance, inspecting, implementing and/or monitoring contracts. Work requires extensive contact with division and district personnel. Employees at this level perform work independently on assignments; however, all unusual issues are referred to the supervisor.

Responsibilities

• Assists in developing, writing or revising contracts, amendments, procedures, forms, related documents and provisions.
• Audits payment invoices for completeness, accuracy and compliance with terms of contract and governmental contracting rules, regulations and procedures.
• Ensures contracts are payable and meet all legal requirements.
• Maintains, updates and compiles detailed data, reports, summaries, files, records, logs, statistics or specific contracts including procurement documents and revisions; writes routine and unique correspondence.
• Meets with project managers to identify objectives, needs and issues concerning project contracts.
• Reviews contracts, amendments, subcontracts, procurement documents, change orders, work orders, supplemental agreements, time extensions, acceptance testing and consultant qualifications.
• Reviews, interprets and clarifies statutes, regulations, standard policies and procedures to ensure compliance with Department and governmental regulations.
• Sets up expenditure authorizations.
• Serves as a project leader (Contract Specialist III).
• Composes and transmits conditional award notices (Contract Specialist III).
• Prepares certified documents in response to subpoenas, court and open records requests (Contract Specialist III).
• Acts as a consultant and provides technical assistance to plan, develop, implement, and monitor effective programs; researches and makes recommendations concerning contract administration systems (Contract Specialist IV).

Minimum Qualifications

Education

Bachelor’s Degree in Business Administration, Finance or related field. Relevant work experience may be substituted for degree on a year per year basis.

Experience

• Contract Specialist I: 1 year in contract administration, administrative support, bookkeeping or accounting. Related graduate level education may be substituted for experience on a year per year basis.
• Contract Specialist II: 2 years in contract administration, administrative support, bookkeeping or accounting (experience can be satisfied by full-time or prorated part-time equivalent).
• Contract Specialist III: 3 years in contract administration, administrative support, bookkeeping or accounting (experience can be satisfied by full-time or prorated part-time equivalent).
• Contract Specialist IV: 4 years in contract administration, administrative support, bookkeeping or accounting (experience can be satisfied by full-time or prorated part-time equivalent).

Licenses and Certifications

• Valid driver’s license. This position requires driving a state vehicle.

Competencies

• Applicable computer operating systems and relevant applications
• Contract administration/management systems
• Contract record-keeping
• Developing, interpreting, and implementing policies, procedures, and technical information
• Maintaining effective working relationships with others
• Administrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records management
• Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency
• Prioritizing and organizing work assignments
• Monitoring contracts and procedures
• Public relations for maintaining effective working relationships with individuals and groups, both internal and external

Physical Requirements and Working Conditions

• Sedentary work: Lift up to 10 lbs at a time and occasionally carry files/small tools
• Light work: Lift up to 20 lbs at a time and frequently lift or carry objects up to 10 lbs
• Standing—prolonged periods of time
• Repetitive Motion—substantial movements of the wrists, hands, and/or fingers
• Close Visual Acuity—work includes data/figures; view a computer screen; extensive reading