Contracts and Compliance Specialist (Engineering Services Administration)

City of Sacramento (CA)•Sacramento, CA

27d•Hybrid

About The Position

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice. The Contracts and Compliance Specialist position supports the Program Specialist in all facets of procurement-specifically reviewing, advertising, evaluating, and awarding construction contracts and professional services agreements, as well as all other agreements within Engineering Services while ensuring strict compliance with applicable federal, state, and local policies and procedures. Some of the key duties include: Evaluate proposals, coordinate vendor selection, and support the contract award process, ensuring transparency and adherence to procurement best practices. Manage and maintain accurate documentation of procurement activities, including contracts, amendments, compliance records, and vendor correspondence. Provide support across the Division for procuring goods and services, coordinating with internal staff and external customers, and ensuring timely fulfillment of procurement needs. IDEAL CANDIDATE STATEMENT The ideal candidate will have the following knowledge and/or experience with: Solid understanding of procurement processes, particularly the solicitation, review, award, and compliant execution of construction contracts and professional services agreements. Familiarity with compliance standards relevant to procurement-encompassing federal, state, and local policy adherence (e.g., City code, CA contract code, labor compliance regulations). Experience with office software systems, MS Office suite, especially Excel for maintaining records, generating reports, and managing workflows. LCP Tracker (Labor Compliance software) knowledge would be very desirable. Exceptional attention to detail: Ensuring accuracy in contracts, vendor documentation, and procurement records. Excellent time management and multitasking: Capable of handling simultaneous solicitations, compliance tasks, and procurement support across diverse needs. Ethical mindset with a strong sense of integrity and adherence to procurement policy and regulations. Under general direction, the Contracts and Compliance Specialist is responsible for planning, coordinating, and administering all aspects of contract initiation, processing, monitoring, and compliance. This class has primary responsibility for ensuring all of the department's contracts, professional service and other related agreements comply with federal, state, city, local and other laws, regulations, rules, directives and procedures. DISTINGUISHING CHARACTERISTICS This advanced-journey level classification is populated with multiple incumbents, with a single allocation in each department. This class serves as the recognized, sole departmental contact for all contract compliance functions and is responsible for the development, coordination, and implementation of all departmental contracting policies and procedural protocol. This class is distinguished from the journey level Administrative Analyst classification in that the latter is responsible for a variety of internal administrative functions of a department and the former has primary responsibility for compliance of all of the department's contracts, professional service, and other related agreements. SUPERVISION RECEIVED AND EXERCISED General supervision is provided by a higher-level administrative or other management staff. Provides expert and/or lead person guidance to professional or support staff performing contract related duties, or who are engaged in contract related projects. Responsibilities may include technical or functional supervision of lower level personnel.

Requirements

Four years of professional-level administrative experience, including responsibility for contract preparation, solicitation, and negotiation. Public sector administrative experience including responsibility for contract preparation, solicitation, and negotiation is preferred.
Graduation from an accredited college or university with a Bachelor's Degree in business, public administration or a closely related field.
State, federal, and local labor and/or contracting laws, policies, and procedures.
State and federal funding programs and procedures.
Principles of organization, administration, and project management.
Administrative research techniques and data collection and evaluation methods.
Principles of technical analysis and report writing.
Competitive bid practices and procedures.
Methods used in evaluating vendor capability and performance.
Public speaking.
Oral and written communication.
Public contracting practices.
Contract negotiation, administration, and monitoring.
Basic computer applications and software.
Developing/writing policies and procedures.
Provide expert/lead person guidance to professional/support staff.
Communicate effectively, both orally and in writing.
Work independently and cooperatively across departmental lines.
Prepare concise and clear oral and written reports and contract documents.
Analyze situations and develop effective solutions to complex problems.
Develop and maintain positive working relationships with all internal and external customers.
Understand, interpret, and apply complex rules and regulations.
Collect, organize, and evaluate information.
Identify alternate solutions and project consequences of decisions and recommendations.

Nice To Haves

Solid understanding of procurement processes, particularly the solicitation, review, award, and compliant execution of construction contracts and professional services agreements.
Familiarity with compliance standards relevant to procurement-encompassing federal, state, and local policy adherence (e.g., City code, CA contract code, labor compliance regulations).
Experience with office software systems, MS Office suite, especially Excel for maintaining records, generating reports, and managing workflows. LCP Tracker (Labor Compliance software) knowledge would be very desirable.
Exceptional attention to detail: Ensuring accuracy in contracts, vendor documentation, and procurement records.
Excellent time management and multitasking: Capable of handling simultaneous solicitations, compliance tasks, and procurement support across diverse needs.
Ethical mindset with a strong sense of integrity and adherence to procurement policy and regulations.

Responsibilities

Plan, prepare, administer, and monitor contracts, professional service agreements, master service agreements, memorandums of understanding (MOU), and cooperative agreements.
Act as the departmental compliance officer to ensure that all contracts and agreements conform to federal, state, local, and other laws, regulations, rules, directives, and procedures.
Review and process project pay request applications; review and ensure the accuracy of certified payroll records and initial labor compliance submissions for construction projects.
Interpret and disseminate state, federal, and local regulations; act as the liaison with other government agencies regarding contract and labor compliance issues to ensure consistent receipt and dissemination of information; review pending legislation for impact on City project delivery and/or contracting practices.
Prepare and advertise requests for proposals/qualifications for professional services and bid packages; analyzes bids for responsiveness, project participation requirements, and determination of lowest bidder.
Coordinate, hear, and resolve complaints, claims, and protests related to contract and other agreements.
Develop, prepare, and present written and oral utilization, demographic, and/or program reports.
Conduct independent research and analysis of complex programs, regulations, directives, and policy issues to prepare recommendations to management.
Maintain statistical information.
Respond to requests for information from the public.
Provide exceptional customer service to those contacted during the course of work.
Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.