CONTRACTS MANAGEMENT SPECIALIST 3

Arizona Department of Administration • Phoenix, AZ

1d • Hybrid

About The Position

This position is responsible for the management of contracts in various stages, from approval through negotiating to contract closeout. It provides technical support and guidance to ADOT staff, other local and state governmental agencies, and private industries regarding ECS procedures. The role ensures contracts are compliant and timely, and involves conducting and/or participating in internal quality processes and implementing procedural changes. Key tasks include preparing Request for Statement of Qualifications packages, training ADOT personnel in the contracting process, monitoring contracts and related expenditures, creating resolutions for problems, processing final audits, progress payments, contract modifications, and contract extensions, as well as preparing fiscal and statistical reports and performing special projects as requested. This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures. The State of Arizona promotes a work culture that affords employees flexibility, autonomy, and trust, with many State employees participating in the Remote Work Program, allowing work from homes, offices, and hoteling spaces, provided all work is performed within Arizona unless authorized otherwise.

Requirements

• Knowledge of Federal/State Laws/Statutes to ensure compliance of all contract requirements terms & conditions through the life of the contract.
• Correct understanding & good use of legal contractual language.
• Knowledge of Online evaluation criteria/process/analysis techniques to review, analyze, evaluate and/or determine action(s) required to process various documents received.
• Knowledge of terminology required to prepare documents that are acceptable to ADOT, in the best interest/protecting the liability of the State.
• Knowledge of operational procedures of an engineering organization to determine appropriateness of proposed costs during contract negotiations.
• Knowledge of fundamentals of budget development /expenditure control/ funding rules /regulations to determine type of contract compensation.
• Skill in organizing and prioritizing work assignments to ensure no project delays while processing contracts and/or agreements.
• Skill in reviewing and approving payment reports and monitoring expenditures.
• Skill in Microsoft Excel, Word, Adobe Acrobat, and Google products.
• Skill in oral and written communications.
• Skill in building and maintaining effective working relationships with internal customers, consultant community, and other departments.
• Skill in summarizing technical information, organizing completion schedules, planning and prioritizing work activities.
• Ability to demonstrate a natural inclination for curiosity and a passion about the business.
• Ability to establish open channels of communication across the departments, including being proactive while communicating and readily addressing tough issues directly.
• Possess and retain a current, valid class-appropriate driver’s license.
• Complete all required driver training.
• Successfully pass all necessary driver’s license record checks.
• Maintain acceptable driving records.
• Maintain the statutorily required liability insurance if operating a personally owned vehicle on state business.
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Experience in qualifications-based selection processes and management of Architectural and Engineering contracts.
• Experience as a Contract Management Specialist I, where monitoring contractual expenditures and execution of contract modifications was used.

Responsibilities

• Process Contract Modifications on active contracts based on each contract's terms and conditions.
• Ensure modifications are processed in accordance with current ECS contract modification processes and are complete, accurate, and compliant with contract terms and conditions.
• Perform all tasks related to the advertisement and selection of all contract types, including preparation of the Request for statement of Qualifications and consultant selection.
• Process Requests for Payments on active contracts based on each contract's compensation clause, ensuring compliance with the Arizona Prompt Pay Law (ARS 28-411).
• In partnership with ADOT Finance Department/ADOT Project Manager, ensure TRACS numbers are open/correct, and funding is available.
• Provide technical support and guidance to ADOT staff, other local and state governmental agencies, and private industries as they relate to ECS procedures.
• Ensure contracts are compliant and timely.
• Conduct and/or participate in internal quality process and implement procedural changes.
• Prepare Request for Statement of Qualifications packages.
• Train ADOT personnel in the contracting process.
• Monitor contracts and related expenditures.
• Create resolutions for problems.
• Process final audits, progress payments, contract modifications, and contract extensions.
• Prepare fiscal and statistical reports.
• Perform special projects as requested.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees