Contract & Procurement Specialist
About The Position
Provide contract administration, procurement coordination, and fiscal oversight in support of departmental programs and services. Coordinate the development, execution, and monitoring of contracts; manage procurement activities for goods and services; and ensure compliance with applicable policies, procedures, and regulations. Provide administrative coordination and oversight related to budget administration, vendor management, program planning, and policy compliance. Support departmental operations through structured processes, documentation, and reporting. Perform related administrative and program support duties as required. Reports to the Director of Support Services. May provide functional coordination to other administrative or support staff.
Requirements
- Previous experience in contracts, procurement, administrative support, or fiscal coordination.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, TEAMS) and electronic recordkeeping systems; OpenGov experience a plus.
- Strong organizational, analytical, and teamwork skills.
- Excellent customer service and interpersonal communication skills.
- Ability to work with staff, vendors, and the public in a professional manner.
- Experience working in a public-sector, district, or government environment.
- Experience coordinating projects or providing functional guidance to others.
- Bachelor’s Degree Equivalent.
Responsibilities
- Contracts & Procurement Administration: Coordinates administrative support related to contract development, procurement activities, and policy compliance. Assists with drafting, reviewing, tracking, and organizing contracts, agreements, purchase orders, and related documents. Develops timelines, tracking tools, schedules, and spreadsheets to support contract and procurement processes.
- Fiscal & Budget Oversight: Provides budget and fiscal management support by compiling, reviewing, and maintaining financial records related to contracts and procurements. Reviews expenditures for compliance with policies and procedures and identifies discrepancies or potential risks. Prepares recommendations and supporting documentation to address fiscal issues.
- Data, Records & Documentation Management: Coordinates the collection, organization, and maintenance of procurement and contract-related data and records. Maintains accurate files, invoices, receipts, and supporting documentation in accordance with record retention requirements. Assists with reporting, audits, and program evaluations by compiling and synthesizing relevant data.
- Policy Review & Administrative Analysis: Reviews applicable internal and external policies, guidelines, and administrative requirements related to contracting and procurement. Conducts research and prepares summaries, findings, and recommendations to improve administrative efficiency and ensure regulatory compliance. Collects and analyzes data to support policy and procedural decisions.
- Solicitation Development & Evaluation Support: Collaborates with District staff to develop formal solicitation documents, including Requests for Proposal (RFP), Invitations for Bids (IFB), Requests for Qualifications (RFQ), and alternative bid packages. Provides guidance on procurement methods, evaluation criteria, and procurement system requirements. Reviews evaluation committee ratings for accuracy and consistency.
- Stakeholder Communication & Customer Service: Communicates and interacts with staff, administrators, vendors, contractors, and the public regarding procurement processes, contract requirements, and documentation. Provides guidance and clarification, attempts to resolve issues, and delivers professional customer service in support of departmental operations.
- Professional Communication: Communicates effectively with staff, management, vendors, contractors, and the public regarding contracts, procurement requirements, policies, and procedures. Provides guidance, resolves issues within authority, drafts, prepares, and edits internal and external correspondence, reports, contract-related documents, and administrative materials.
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What This Job Offers
Career Level
Entry Level
Number of Employees
11-50 employees
