Contracts Management Specialist 3
About The Position
The Contracts Management Specialist 3 manages contracts through various stages, from approval and negotiation to closeout. The position provides technical support and guidance to ADOT staff, other local and state government agencies, and private industries regarding Engineering Consultant Section (ECS) procedures. It ensures contracts are compliant and timely, participates in internal quality processes, and implements procedural changes. Duties also include preparing Request for Statement of Qualifications packages, training ADOT personnel in the contracting process, monitoring contracts and expenditures, resolving problems, processing final audits, progress payments, contract modifications, and extensions, preparing fiscal and statistical reports, and completing special projects as requested. The position may be eligible for remote work within Arizona, with two days per week in the office or hoteling space. Remote work is a management option and may be ended at the agency's discretion. Work, including remote work, is to be performed within Arizona unless an exception is authorized in advance. The role requires driving or using a vehicle as an essential function. Employees driving on State business must maintain a valid, appropriate driver's license, complete required training, and meet applicable driving-record and insurance requirements. Newly hired State employees must successfully complete E-Verify. Mandatory participation in the Arizona State Retirement System is required.
Requirements
- Knowledge of federal and state laws and statutes relevant to contract requirements, terms, and conditions throughout the contract lifecycle.
- Knowledge of legal contractual language and online evaluation criteria, processes, and analysis techniques used to review and evaluate documents and determine required actions.
- Knowledge of terminology needed to prepare documents acceptable to ADOT and protective of the State's interests and liability.
- Knowledge of engineering organization operations to assess proposed costs during contract negotiations.
- Knowledge of budget development, expenditure control, and funding rules and regulations to determine contract compensation types.
- Skill in organizing and prioritizing assignments to prevent project delays while processing contracts and agreements.
- Skill in reviewing and approving payment reports and monitoring expenditures.
- Proficiency with Microsoft Excel, Word, Adobe Acrobat, and Google products.
- Strong oral and written communication skills.
- Ability to build and maintain effective working relationships with internal customers, consultants, and other departments.
- Ability to summarize technical information, organize completion schedules, and plan and prioritize work activities.
- Curiosity and a strong interest in the business.
- Ability to establish open communication across departments, communicate proactively, and address difficult issues directly.
- Must possess and retain a current, valid, class-appropriate driver's license when operating a motor vehicle on State business, complete required training, and pass applicable driving-record checks.
- Must maintain acceptable driving records and, when using a personally owned vehicle on State business, maintain required liability insurance.
- Newly hired State employees must successfully complete E-Verify.
- Mandatory participation in the Arizona State Retirement System (ASRS).
Nice To Haves
- Experience in qualifications-based selection processes and management of Architectural and Engineering contracts.
- Experience as a Contract Management Specialist I involving monitoring contractual expenditures and executing contract modifications.
Responsibilities
- Process contract modifications for active contracts according to contract terms and current ECS processes, ensuring they are complete, accurate, and compliant.
- Perform tasks related to advertising and selecting contract types, including preparing Requests for Statements of Qualifications and conducting consultant selection.
- Process payment requests for active contracts according to their compensation clauses and ensure compliance with the Arizona Prompt Pay Law (ARS 28-411).
- Coordinate with ADOT Finance and the ADOT Project Manager to ensure TRACS numbers are open and correct and funding is available.
- Manage contracts from approval and negotiation through closeout, ensuring contracts are compliant and timely.
- Provide technical support and guidance on ECS procedures to ADOT staff, other government agencies, and private industries.
- Conduct or participate in internal quality processes and implement procedural changes.
- Train ADOT personnel in the contracting process.
- Monitor contracts and related expenditures and develop resolutions to problems.
- Process final audits, progress payments, contract extensions, and other contract documents.
- Prepare fiscal and statistical reports and perform special projects as requested.
Benefits
- Sick leave
- Vacation and 10 paid holidays per year
- Paid parental leave of up to 12 weeks per year for a newborn or newly placed foster or adopted child (pilot program)
- Health and dental insurance
- Retirement plan
- Life insurance and long-term disability insurance
- Optional short-term disability insurance
- Optional deferred compensation plans
- Optional supplemental life insurance
- Remote work may be available within Arizona, subject to management approval and agency discretion.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
