Contract Specialist - Public Works

Full-time position in the Public Works Department.

About the role

Prepares, reviews, issues, and monitors bid documents; evaluates bid proposals; prepares and issues contract documents; and ensures contracted parties comply with contract provisions. Provides contract administration assistance to Public Works personnel, other city departments, consultants, and contractors. Uses professional and technical skills to prepare contracts and project bids for consulting services, construction, renovation, remodeling, repair, and capital improvement projects for Parks and Recreation facilities.

Work involves compiling and maintaining standardized and specialized bid and contract documents, preparing construction bid packages, monitoring contract performance and compliance, and assisting in service, cost, and dispute resolution negotiations. May also issue emergency contracts, assist with bidding under state statutes, and prepare letter contracts for non-competitive projects.

Responsibilities

• Execute the Public Works contracting program by completing contracting documents for engineering services, construction, and material purchases, ensuring compliance with insurance and bonding requirements.
• Review and facilitate approval of payment requests, coordinate with legal staff on contract law issues, and assist project managers with change orders, liquidated damages, contract negotiations, claims, and project closeouts.
• Prepare and monitor agreements with Johnson County, other municipalities, and agencies; prepare invoices as required.
• Prepare Consultant and Vendor Agreements and construction contract documents for all project types, ensuring engineer’s estimates are prepared for each project to be bid.
• Act as a point of contact, along with the Law Department, for contractual items needing City Council approval; ensure legal approval and action memos are prepared before finalizing agendas.
• Schedule and participate in formal bid openings for sealed bidding procurement; prepare bid tabulations, analyze bids for responsiveness, and assist with pre-award surveys and price analysis.
• Assist project managers in evaluating bidder responsibility and preparing justifications for bid awards; monitor performance of contracted parties.
• Prepare contracts for execution upon award by City Council, City Manager, or Director of Public Works.
• Review contractor pay estimates and miscellaneous invoices (e.g., testing, consultant, architect, appraiser, ownership searches, equipment, and material vendors) for accuracy before obtaining department approval and submitting to the Finance Department.
• Resolve invoicing problems with companies prior to processing payments.
• Assist and train personnel in Public Works and other departments on contract preparation, progress monitoring, payment procedures, easement recording, and procurement policies.
• Obtain tax-exempt numbers from the State and updated insurance certificates from contractors, consultants, and architects for Department projects.
• Prepare and/or review easement and right-of-way documents; assist in acquisition of easements, validate ownership through County records and title companies, and track easement status for project managers.
• Process payments and forward copies of recorded documents and payments to property owners as required.
• Create and revise standardized agreements/contracts (e.g., consultant, vendor, construction, design-build, and construction manager at risk agreements) as needed; work with project managers and the Law Department for review and final approval.
• Analyze requirements for complex contracts and recommend procurement methods (sealed bids or negotiation); write Requests for Proposal (RFP), forward solicitation packages, serve as point of contact for inquiries, and issue bid solicitation amendments.
• Assist Public Works personnel in determining compliance with contract requirements, terms, and conditions; prepare reports documenting contract deficiencies and notify companies under contract; resolve disputes between contracted parties.
• Maintain contract files (e.g., pay estimates, invoices, receipts, reports, and change orders) and current standardized bid documents.

Requirements

• Basic education with additional college-level courses in business administration, accounting, contracts, or related subjects, or an equivalent combination of education and work experience.
• Five years of progressive responsibility for contract administration with experience in contract management, preferably in a municipal setting, or equivalent experience.

Skills

• Basic mathematical and accounting skills, including advanced accounting concepts.
• Computer software operations skills related to word processing, spreadsheets, and databases using Google Suite and Microsoft Office Suite.
• Facilitation skills, including curriculum/agenda development, ability to help groups focus, and use of group decision-making to gain commitment.
• Good written and oral communication skills; strong interpersonal relationship skills to present ideas clearly and effectively.
• Strong organizational skills with attention to detail and accuracy.
• Knowledge of construction contracting procedures and sealed bid/negotiation procedures for Capital Improvement Projects.
• Knowledge of commonly used contract types (e.g., lump sum, not-to-exceed clauses, special provisions) and ability to recognize deviations from contract specifications.
• Knowledge of computerized enterprise accounting systems.

Mental Requirements

• Ability to meet deadlines and prioritize multiple tasks.
• Diplomacy, judgment, and ability to recognize and protect confidential information.
• Ability to carry out assignments through oral and written instructions and work independently in a hectic environment with interruptions.
• Analytical skills to recommend possible solutions and learn PC software applications.
• Good listening skills and ability to plan and initiate administrative procedures.
• Ability to understand and apply principles of contract law, organize files, and retrieve data effectively.
• Ability to mentor, train, and guide others.
• Ability to comprehend City policies and procedures dealing with accounting, procurement, and contractual obligations.
• Ability to understand, interpret, and communicate contractual and financial terminology.

Physical Requirements

• Ability to make and receive phone calls and operate City vehicles.
• Hand and eye coordination adequate to input and utilize computers and other office equipment.
• Ability to lift contract files and documents weighing up to 25 lbs.
• Physical and visual stamina to utilize computers for extended periods.

Supervisory Responsibility

Indirect – may provide direction to Administrative Assistants.

Schedule

Normal work hours: 8:00 a.m. – 5:00 p.m., Monday through Friday.

Pay

Salary Range: Grade E $28.51 - $38.02 per hour.

Benefits

Full-time benefits package.