Contract Specialist – School District Contracts & RFP Administration

Family of Kidz•Westbury, NY

1d•Onsite

About The Position

The Contract Specialist is responsible for managing the complete lifecycle of school district contracts and Requests for Proposals (RFPs), ensuring timely submission, execution, compliance, renewals, and record management. This position serves as the primary liaison between internal departments and school district procurement offices to support contract administration, maintain compliance with contractual requirements, and identify new business opportunities through competitive procurement processes. The ideal candidate is highly organized, detail-oriented, and experienced in public sector contracting, procurement regulations, and contract administration.

Requirements

Bachelor's degree in Business Administration, Public Administration, Finance, Legal Studies, Healthcare Administration, or related field.
3–5+ years of contract administration or procurement experience.
Experience responding to public sector RFPs, preferably with school districts or government agencies.
Strong understanding of contract terminology and procurement regulations.
Excellent organizational and project management skills.
Exceptional written and verbal communication abilities.
Advanced proficiency in Microsoft Office, particularly Excel and Word.
Ability to manage multiple deadlines simultaneously.
Exceptional attention to detail
Strong analytical skills
Time management
Problem solving
Negotiation support
Relationship management
Confidentiality
Collaboration
Process improvement
Deadline management

Nice To Haves

Experience with contract management software preferred.
School district contracting
Educational services
Healthcare services
Therapy services
Special education programs
Public procurement
Government contracting
Vendor management

Responsibilities

Monitor school district procurement websites for new RFPs, RFQs, IFBs, and contract opportunities.
Review bid specifications and summarize requirements for leadership.
Coordinate the preparation and submission of proposal responses.
Assemble required documentation, pricing, certifications, insurance documents, references, and supporting materials.
Maintain a master calendar of bid deadlines, renewals, and submission requirements.
Track bid awards and communicate outcomes to leadership.
Manage the full contract lifecycle from award through execution and renewal.
Draft, review, and coordinate contract documents with legal counsel and internal stakeholders.
Ensure contracts comply with organizational policies and school district requirements.
Maintain executed agreements and amendments within the contract management system.
Monitor contract expiration dates and proactively initiate renewals.
Track contract performance obligations and deliverables.
Ensure compliance with federal, state, and local procurement regulations.
Maintain required vendor registrations and certifications.
Coordinate certificates of insurance, W-9s, business licenses, and compliance documentation.
Monitor contractual reporting requirements and submission deadlines.
Assist during audits related to contracts and procurement.
Partner with Operations, Finance, HR, Credentialing, and Legal to gather documentation required for proposals and contracts.
Coordinate pricing approvals and financial schedules.
Communicate contract requirements to operational teams following award.
Serve as the primary point of contact for school district contract administrators.
Coordinate with service department and billing/finance department to ensure school district programs and rates are entered into system.
Maintain an organized electronic contract repository.
Develop dashboards tracking: Active contracts, Renewal dates, Pending RFPs, Award status, Revenue by contract, Compliance deadlines.
Prepare reports for executive leadership regarding contract pipeline and upcoming opportunities.
Develop standardized proposal templates and contract checklists.
Recommend improvements to streamline the RFP and contract process.
Maintain standard language and reusable proposal content.