Procurement/Contracts Specialist - Public Works

City of Prescott • Prescott, AZ

10d • $56,484 - $84,726 • Onsite

About The Position

Responsible for working with Public Works subject matter experts or executive staff to help develop specifications to prepare, maintain, and administer design and construction contract documents; the purchasing of goods, services, and materials; and provides guidance and assistance to department staff on (and ensures compliance with) all applicable Federal, State, and City laws, rules and regulations related to procurement.

Requirements

• A Bachelor's degree in Public Administration, Business, Accounting, or a related field preferred; three (3) years of related experience in contract administration, and/or municipal finance; or any equivalent combination of education, experience, and training which provides the knowledge and abilities necessary to perform the essential functions of the position.
• Possess and maintain a valid Arizona driver's license
• Knowledge of principles and practices of contract law, contract administration, public administration, or municipal procurement.
• Knowledge of contracts and specifications.
• Knowledge of the City procurement process.
• Knowledge of accounting principles and practices as related to contracts.
• Knowledge of applicable federal/state statutes, regulations, and City procurement codes.
• Knowledge of computer software related to Microsoft word processing, spreadsheets, and databases.
• Knowledge of ERP software system.
• Knowledge of invoicing and accounts payable principles and techniques.
• Skill in operating Microsoft Office programs.
• Skill in developing contract documents and specifications.
• Ability to review, update, and track contract expenditures and professional service agreements of all types.
• Ability to understand, interpret, and communicate contractual and financial terminology.
• Ability to understand engineering terminology and project management principles and procedures.
• Ability to coordinate and communicate with parties involved in contracts and payment processes of ongoing projects.
• Ability to organize and coordinate multiple tasks.
• Ability to communicate effectively, both orally and in writing, with all levels of the organization and the public.
• Ability to establish and maintain working relationships with project managers, engineers, contractors, and City employees.

Nice To Haves

• Desire a Professional Purchasing Certification.

Responsibilities

• Supports the preparation, maintenance, and administration of design and construction contract documents and specifications.
• Integrate task orders for on-call contracts into OpenGov.
• Generates and coordinates contract amendments and change orders.
• Assist in the preparation of the public bid process; prepares advertisements for solicitation of bids and proposals in compliance with legal standards; and interacts with City attorney for legal guidance.
• Assists in distribution of plans and specifications to bidders; maintains appropriate documentation; prepares and distributes addenda; tabulates bids; and attends bid openings as necessary.
• Coordinates the project close out phase of each contract in Public Works.
• Responds to questions and inquiries about contract status, contract terms, contractor compliance, solicitations, and bids within Public Works.
• Attends pre-bid and pre-construction meetings as needed; records, prepares, and distributes concise, accurate meeting minutes.
• Prepares requests for proposals and oversees the purchasing/acquisition of goods and services.
• Provides contract and project-related assistance as needed.
• Research and interpret contract provisions including explaining contract processes and compliance terms to users.
• Prepares and coordinates contract administration documents including contract expiration or renewal notices, insurance, reviews vendor deficiencies, hosts post award meetings, and conducts contract user surveys as applicable.
• Maintains, organizes, and arranges for the retention of contracts/solicitations files.
• Assists Manager with establishing, implementing, and updating Department policies and procedures.
• Provides purchasing and payroll support.
• Performs other duties as assigned.

Benefits

• A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching
• Paid time off up to 25 days in first year of employment
• 10 paid holidays and 1 floating holiday per year
• Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
• Pension and long-term disability through Arizona State Retirement System
• Supplemental benefits such as deferred compensation plans and additional life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level