Contract Specialist II
About The Position
The Purchasing Division in Finance assists City agencies with procuring quality goods and services in the appropriate place, time, and quantity, while promoting competition, meeting legal and budgetary requirements, and saving taxpayer dollars. The Contract Specialist II supports the City’s contracting and procurement processes, including contract administration, compliance, records management, financial monitoring, and coordination with City departments, vendors, and contractors. The role manages contracts throughout their lifecycle, from routing and internal review through execution, renewals, amendments, and expiration monitoring. It monitors contractor performance and contractual obligations, reviews contract language and payment applications, tracks budgets and expenditures, and supports resolution of disputes and performance concerns. The position also assists with FOIA responses involving procurement records, supports the SWaM Business Office’s tracking and analysis, and helps coordinate related events and outreach. The position is in the Finance Department’s Purchasing Division. The posting lists a salary range of $51,979.20 to $80,995.20, negotiable based on qualifications. The position is non-exempt. Employees may be expected to work beyond normally scheduled hours in response to short-term department needs or City-wide emergencies. A typing test score of 30 words per minute may be required.
Requirements
- High school diploma or GED, plus three years of experience in positions such as account clerk or bookkeeper, or an equivalent combination of experience and training providing the required knowledge, skills, and abilities.
- Ability to apply governmental procurement policies accurately and with integrity.
- Ability to communicate effectively, orally and in writing, with vendors, coworkers, and City personnel.
- Ability to prepare clear, concise, and well-documented reports.
- Skills or knowledge in bidding processes, change orders, contract agreements, contract amendments, contract documentation, purchase orders, requests for proposals (RFPs), and work orders.
Nice To Haves
- Contract routing experience within procurement guidelines.
- Experience managing the full contract lifecycle, including monitoring expiration dates, initiating renewals, and coordinating amendments.
- Experience tracking contractor deliverables and contractual obligations and ensuring compliance with procurement guidelines.
- Experience using Oracle Fusion Cloud.
- Experience managing supplier relationships.
- Experience with public procurement processes.
- Experience working with small, women-owned, and minority-owned business programs.
Responsibilities
- Review payment applications for accuracy and compliance with contract requirements.
- Review and prepare change orders, work orders, formal notifications, and other contract documents to ensure they conform to contract requirements.
- Prepare reports and correspondence and maintain accurate project-document records.
- Maintain courteous and professional relationships with architects, engineers, contractors, and City staff.
- Manage the full contract lifecycle, including monitoring expiration dates, initiating renewals, and coordinating amendments.
- Monitor contract compliance by reviewing contractor deliverables, tracking contractual obligations, and ensuring adherence to City terms and conditions.
- Conduct contractor performance evaluations, compile supporting documentation, and coordinate review meetings with City departments.
- Facilitate contracts through internal review, approval, and execution, ensuring required signatures, attachments, and legal reviews are completed.
- Maintain current and accurate contract records in the City’s contract management systems.
- Review and analyze contract language to identify risks, inconsistencies, and areas needing clarification.
- Participate in contract negotiation sessions to identify compliance considerations and support accurate routing and internal review.
- Monitor contract budgets, expenditures, and related financial compliance.
- Assist with resolving contract disputes and contractor performance concerns by gathering information and coordinating communication between contractors and City departments.
- Prepare reports, summaries, and dashboards about contract status, compliance, expenditures, and contractor performance.
- Assist Purchasing Division FOIA representatives by gathering responsive procurement documents, reviewing records for potential exemptions, and coordinating uploads to the FOIA portal.
- Assist the SWaM Business Office with tracking subcontractor participation, documenting SWaM contract awards, monitoring contractor reporting, and analyzing expenditure data.
- Assist with planning and coordinating Minority Business Council and SWaM Business Office events, workshops, conferences, outreach initiatives, and training sessions, including registration, communications, logistics, materials, and on-site assistance as needed.
- Apply and enforce governmental procurement policies accurately and with integrity.
- Communicate effectively orally and in writing with vendors, coworkers, and City personnel.
- Provide high-quality customer service and collaborative support to internal and external stakeholders.
Benefits
- Full-time employees contribute 5% of annual salary toward their retirement account under VRS provisions through a pre-tax payroll deduction.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
