Contract Specialist

City of Plant City•City Hall, FL

11d

About The Position

The Contract Specialist performs specialized work in a centralized procurement operation to develop and coordinate City procurement requirements. Under the general direction of the Director of Procurement, the position communicates with employees, vendors, and professionals regarding the City’s purchasing activities. Work is reviewed through conferences, analysis of reports, and observations of results achieved. The role facilitates procurement and contracting processes, supports compliance with applicable laws and policies, coordinates solicitation and contract documentation, and tracks contract components and expiration dates. It also assists with continuing contract needs, staff training, procedures, data analysis, and reporting. Other job duties may be assigned.

Requirements

Bachelor’s degree from an accredited four-year college or university in Public Administration, Business Administration, or a closely related field.
Two to five years of experience developing solicitation documents, managing bid openings, and analyzing submissions, and understanding contract components to award and execute contracts.
Knowledge of principles, practices, and techniques of centralized purchasing.
Knowledge of contract negotiations and contract development, including insurance and bonding requirements.
Knowledge of laws, regulations, and procedures applicable to public agency purchasing.
Knowledge of computer systems pertaining to procurement and financial management.
Ability to secure proper documentation and specific language for contracts.
Ability to gather, analyze, interpret, and summarize data.
Ability to determine the appropriate procurement method and use eProcurement.
Ability to communicate effectively orally and in writing.
Ability to locate sources for supplies and services.
Ability to evaluate current market conditions, pricing, and sourcing.
Ability to operate a personal computer using standard and specialized software.
Ability to use Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.
Ability to establish effective working relationships with employees and vendors.
Must possess and maintain a valid Florida Driver’s License and be insurable by the City’s current auto insurance provider.
Complete National Incident Management System (NIMS) training according to job duties and responsibilities within one year of employment.

Nice To Haves

Certified procurement manager (CPM), certified public procurement officer (CPPO), or certified professional public buyer (CPPB) certification preferred.
A combination of education, training, and experience may be substituted at the City Manager’s discretion.

Responsibilities

Facilitate the complete procurement and contracting process and provide guidance on procedures and compliance with applicable laws and policies.
Develop and include appropriate documents for each specific solicitation.
Respond to vendors regarding requirements for participation in the procurement process.
Analyze bids, proposals, and quotes for completeness and compliance with solicitation requirements.
Apply an understanding of terms and conditions associated with procurement.
Create tabulation forms based on evaluation criteria, compile evaluation committee results, and prepare related correspondence.
Use electronic tools to locate and solicit vendors.
Coordinate review of contracts, insurance, and bonding requirements with supporting departments, including Risk Management and the City Attorney.
Assist in securing and maintaining required insurance and licenses.
Document and track contract components and monitor expiration dates in electronic systems.
Manage continuing contract needs for departments and citywide services.
Communicate with project managers, vendors, departments, and staff.
Assist the Director of Procurement with training procurement staff, documenting procedures, analyzing data, and providing reports.
Perform other job duties as assigned.