Contract Compliance Specialist

City of Hollywood, Florida • Hollywood, FL

5d • Onsite

About The Position

This entry-level position assists with the administration and monitoring of City contracts and agreements. The role supports basic contract review activities, such as checking documents for completeness, processing change orders, invoices, and payments, and helping evaluate whether vendors are meeting contract requirements. The employee will learn and apply techniques and procedures used to interpret contract specifications. Depending on assignment, this may include gaining familiarity with City services such as construction projects, grounds and facility maintenance, recreation programs, or other operational areas to ensure contract requirements support departmental needs. Responsibilities include assisting with the inspection and monitoring of awarded contracts to ensure contractors meet timelines, deliverables, and terms. The position also provides general support to the Procurement Department and helps gather, organize, and enter contract information into the City’s contract management system (OpenGov). Work involves routine communication and coordination with Directors, Contract Liaisons, and Project Managers. Under supervision, the employee will use developing judgment and analytical skills to support the preparation of vendor requirements, contract language, and budget reviews. The position assists with evaluating solicitation items and communicating clearly—both orally and in writing—with vendors and City departments on basic procurement and contract-related matters.

Requirements

• Bachelor’s Degree from an accredited college or university with major coursework in Business Administration, Project Management, Public Administration, or a related field, and (3) years of considerable experience in procurement and/or legal departments, focused on monitoring and interpreting complex contractual agreements.
• Experience in ensuring contract compliance through interviews and examination of documentation, or experience in inspecting and monitoring compliance with requirements of contractual or business agreements, may substitute for education
• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record
• Knowledge of applicable federal, state and local regulatory laws, standards and requirements regarding public purchasing and procurement functions.
• Knowledge of the principles and practices utilized in contracts’ administration for procurement of public sector services and commodities.
• Knowledge of market factors such as trend, availability, pricing structure, and sources of supply and the ability to apply this knowledge to everyday responsibilities.
• Ability to gather, analyze, interpret, summarize and present complex data in a logical manner.
• Knowledge of contract negotiation strategies, techniques, and management.
• Knowledge of standard procurement and recording practices and the ability to apply such knowledge to specific solicitation processes.
• Ability to review and tabulate Bids via spreadsheets.
• Ability to exercise sound judgment and maintain confidentiality regarding critical and sensitive information, records, and reports.
• Ability to articulate, demonstrate and train others concerning current laws, standards and best practices as applied to public purchasing and procurement administration.
• Ability to establish and maintain effective working relationships with co-workers, City officials, state, local and federal agency representatives and the general public.
• Ability to express ideas and information clearly and concisely, verbally and in writing to selected groups and individuals.
• Skill in critical thinking for issues resolution and process improvement recommendations.
• Skill in working independently and following through with assignments with minimal direction.
• Skill in the use of computer software and general office equipment.

Nice To Haves

• Five (5) years of considerable experience in contract compliance.
• Public Sector experience.
• A CPPB (Certified Professional Public Buyer), or CPCM (Certified Professional Contracts Manager).
• Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

Responsibilities

• Assists in contract dispute resolution when situations arise above the normal contract administration duties of a departmental representative.
• Assist in providing regularly scheduled training to City employees tasked with contract administration duties.
• Ensure all contracts Citywide have been entered into the OpenGov Contract Module by each Contract Liaison and Project Manager.
• Prepares various reports, analyses and statistics for tracking performance, demonstrating compliance, and responding to audits and management requests.
• Develops and maintains the City’s repository of contracts, agreements, and Certificate of Insurance’s (COI’s).
• Assist in reviewing proposed contracts and agreements for conformance, compliance and adherence to City policies, procedures, ordinances, and regulatory standards; provides recommendations for language additions and modifications as needed
• Works with user departments to enforce terms and conditions of contracts and agreements.
• Reviews policies and procedures; provides recommendations for improving department efficiency and effectiveness.
• Tracks contract and agreement expiration dates in the City’s Contract Module OpenGov and provides notification reminders to each Department Contract Liaison and Project Managers.
• Provides contract expirations notices to Directors and Project Managers.
• Serves as liaison to Departments to help guide and answer questions regarding contract language for conformance, compliance and adherence to City policies, procedures, ordinances, and regulatory standard.
• Assist with standardization of various City contracts and agreement templates.
• Review contract and agreement documents to evaluate appropriateness of change orders and invoices.
• Meet with Contract Liaisons and Project Managers regularly to address upcoming expiring contracts, agreements, and COI’s.
• Communicates with end-user on all pertinent issues relating to contracts, agreements, solicitations, changes, frequency of services, cancellation, etc.
• Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establishes and maintains effective and professional relationships with work colleagues, supervisors, managers, and outside agencies and persons.
• Performs related work as required.

Benefits

• Low cost health insurance - Medical, Dental, Vision
• Flexible Spending Plans
• 4-Day Work Week
• Award Winning Wellness Program
• Generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave
• Federal Student Loan Forgiveness Program (for employees with 10 years of public service and on-time payments)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level