Contracts Specialist

Position Purpose

The Office of Procurement and Contract Services is responsible for contract administration and procurement processes for CSU Bakersfield and its auxiliaries. Its mission is to respond to the needs of faculty, staff, and students and comply with State legislated purchasing mandates, and CSU and campus policies.

Duties & Responsibilities

• Review, prepare, and process contracts of limited complexity for goods and services including but not limited to information technology hardware and software, event-related services, transportation services, clinical placement agreements, and service-learning agreements.
• Monitor contract and agreement terms and assist with processing renewals, amendments, extensions, and terminations.
• Coordinate with campus departments, Risk Management, University Counsel, and external agencies to facilitate contract review and execution.
• Resolve up to moderately complex contract issues or disputes, ensuring compliance with contract terms and conditions.
• Elevate more complex issues to senior staff or leadership as needed.
• Maintain contract records within applicable procurement and contract management systems.
• Participate in project meetings and committees related to procurement operations, technology purchases, and procurement workflow processes.

Purchasing

• Evaluate suppliers, goods, and services and select most advantageous supplier for the procurement.
• Review and prioritize requisitions as well as evaluate and assist with proposed specifications.
• Perform moderately complex negotiations, including legal terms, price, payment terms, and delivery options.
• Obtain required documentation from requestors and suppliers including quotes, proposals, insurance certificates, IT documents, and tax forms.
• Review monthly open purchase order reports to resolve open orders by communicating with Receiving, Accounts Payable, requestors, and/or vendors.
• Utilize ProCard for processing low-risk orders to maximize campus rebate and improve cost savings.
• Provide guidance to campus departments on procurement procedures, requirements, and allowable procurement methods.

Procurement Systems & Workflow Support

• Provide campus support for CSUBUY Procure-to-Pay (P2P) system and punchout purchasing processes.
• Review and route procurement transactions and punchout requisitions to ensure compliance with procurement policies and procedures.
• Aid campus users with procurement workflow issues, requisition corrections, and supplier-related system inquiries.
• Cook with suppliers to resolve procurement workflow and punchout ordering issues.
• Run reports and compile procurement data related to purchasing activity, workflow processes, and supplier utilization.
• Aid with procurement system testing, updates, and workflow improvements.

Bid Preparation & Contract Award

• Prepare informal and formal invitations for bids and requests for proposals.
• Respond to bid inquiries by vendors and prepare and release addendums.
• Schedule, receive, and analyze bids as well as recommend contract award.
• Conduct risk assessments.
• Negotiate pricing, delivery schedules, and contract terms and conditions within delegated authority.
• Finalize procurement documentation and coordinate contract execution within established procedures.

Required Qualifications

• Equivalent to a bachelor's degree in a related field and two (2) years of relevant experience or one (1) year as a CSU Procurement Professional I.
• Additional experience which demonstrates acquired and successfully applied knowledge and abilities may be substituted for the required education on a year for-year basis.
• An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
• Regular and reliable attendance is required.
• Working knowledge of current principles, statutes, regulations, policies, procedures, practices, methods of procurement, contract delivery methods, and contract administration activities.
• General knowledge of principles and practices used in the development of contracts, contract administration, and contract law.
• Working knowledge of pricing, cost analysis, and principles and practices used in accounting.
• Knowledge of equipment, materials, and services required by a public or large organization.
• Demonstrated ability to perform pricing and cost analysis.
• Ability to analyze and provide solutions.
• Skill and experience in cost-reduction techniques.
• Ability to research and compare product, quality, performance, and options.
• Skill in performing moderately complex negotiations, which may include, but not limited to, legal terms.
• Ability to prioritize, schedule, and undertake concurrent work assignments.
• Skill in performing moderately complex negotiations, which may include, but not limited to, legal terms.
• Ability to effectively use procurement software and tools as well as applicable systems and applications in analysis, research, and reporting activities and projects.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.