Contracts Management Specialist 3

Arizona Department of Administration • Phoenix, AZ

1d • Hybrid

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 governmental agencies, and private industries on Engineering Consultant Section (ECS) procedures. It ensures contracts are compliant and timely, participates in internal quality processes, and implements procedural changes. The role also prepares Request for Statement of Qualifications packages, trains ADOT personnel in the contracting process, monitors contracts and expenditures, resolves problems, processes audits, payments, modifications, and extensions, and prepares fiscal and statistical reports and special projects as requested.

The position may be performed remotely within Arizona, with two days per week in the office or a hoteling space. Work must be performed within Arizona unless an exception is authorized in advance. Remote work is a management option and may be ended at the agency’s discretion.

Requirements

• Knowledge of federal and state laws and statutes relevant to contract requirements, terms, and conditions throughout the contract lifecycle.
• Ability to understand and appropriately use legal contractual language.
• Knowledge of online evaluation criteria, processes, and analysis techniques for reviewing and evaluating documents and determining 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 procedures to assess the appropriateness of proposed costs during contract negotiations.
• Knowledge of budget development, expenditure control, and funding rules and regulations to determine contract compensation types.
• Ability to organize and prioritize 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 interest in the business, proactive communication across departments, and willingness to address difficult issues directly.
• Valid, current, class-appropriate driver’s license; acceptable driving record and completion of required driver training are required for operating a vehicle on State business.
• Successful completion of the Electronic Employment Eligibility Verification Program (E-Verify) is required for newly hired State employees.

Nice To Haves

• Experience with 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 modifications to active contracts according to their terms and conditions and current ECS processes, ensuring each is complete, accurate, and compliant.
• Perform tasks related to advertising and selecting all contract types, including preparing Requests for Statements of Qualifications and conducting consultant selection.
• Process payment requests for active contracts according to compensation clauses and the Arizona Prompt Pay Law (ARS 28-411).
• Work with ADOT Finance and the ADOT Project Manager to ensure TRACS numbers are open and correct and that funding is available.
• Manage contracts from approval and negotiation through closeout, ensuring contracts are handled compliantly and on time.
• Provide technical support and guidance on ECS procedures to ADOT staff, other governmental agencies, and private industries.
• Participate in internal quality processes and implement procedural changes.
• Train ADOT personnel in the contracting process.
• Monitor contracts and related expenditures; prepare fiscal and statistical reports and complete special projects as requested.
• Resolve contract-related problems and process final audits, progress payments, contract modifications, and extensions.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed