Contracts Specialist Senior - Public Works Administration

GENERAL STATEMENT OF DUTIES

Develops, coordinates, and processes contracts ensuring legal, policy, and procedural compliance.  Audits contractor compliance through site audits and review of required reports. Monitors contract budgets, cost center allocations, and special contract conditions. Perform financial duties related to the receiving and reporting of contract funds.  Performs other duties as assigned.

SUPERVISION RECEIVED

Works under the supervision of department management, with the ongoing support and direction of the department Contracts Team, which assigns work, established goals, and reviews the results obtained for overall effectiveness through the analysis of reports and conferences.

SUPERVISION EXERCISED

Supervision of other employees is not a responsibility of positions in this classification. However, may serve as a lead worker over personnel in department for contract maintenance issues.

Contract and Agreement Planning:

• Independently develop and coordinate department solicitations, agreements, and awards including contracts for personal services, A&E and related services, facilities maintenance, public improvements, interdepartmental and intergovernmental agreements, cooperative agreements, and direct awards.

• Serve as central point of contact for bids, quotes, and proposals.

• Prepare solicitation documents and manage contract awards.

• Collaborate and lead evaluation committees for vendor or contractor selections.

• Work directly with the finance department as well as contractors and vendors to provide guidance and secure documentation required for creation and completion of contracts.

• Collaborate with technical resource staff to develop specifications, requirements, and guidelines; translate program requirements into contract terms; lead pre-bid conferences; clarify issues with bidders or potential contractors; and evaluate contract bidders against selection criteria.

• Manage the negotiations process for engineering, design, and construction services including negotiating contract terms and conditions.

• Prepare bid packets and coordinate receipt of incoming responses as appropriate.

Contract Management & Administration

• Compose correspondence in communication with the public, contractors, department divisions, and other county departments and agencies.

• Prepare, coordinate, and track amendments, renewals and extensions to contracts and agreements, and change orders.

• Serve as central point of contact for customers and suppliers; recommend appropriate price changes and decision to cancel, bid again or new/extend contracts.

• Administer contracts by assuring compliance with the terms and conditions of contracts, including resolution of problems concerning the obligations of the parties; terminate contracts by analyzing, negotiating; analyze and evaluate cost or price proposals and accounting systems data; establish and/or review departmental contracts, programs, policies, or procedures with contract administrators and management.

• Follow up with insurance companies and/or contractors to secure receipt of new insurance binders and assure insurance coverage through contract term.

• Provide guidance and training to project team and department employees or contractor on contractual terms and conditions, applicable state, and department requirements, and internal policies and procedures.

• Attend meetings as requested related to projects and contracts.

• Access state price agreement and other cooperative agreements to assure compliance with Marion County purchasing rules and procedures.

• Act as liaison between contractor and staff.

• Develop/draft methods, approaches, and best practices for standardized workflows and process.

• Monitor terms and conditions of vendor contracts.

Database Management

• Enter and maintain data into the Contracts Management System (CMS), extract information and format reports from CMS for distribution to management staff, and other contract administrators.

• Process purchase orders in the Financial Management System (FIMS).

• Enter, maintain, and search documents in the OregonBuys system.

Other duties as assigned by your supervisor.

EXPERIENCE AND TRAINING

• Bachelor's degree in business or public administration, accounting, finance, or a related field; AND
• Two (2) years' experience in contract preparation and administration, OR
• Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

SPECIAL REQUIREMENTS

• Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: http://apps.co.marion.or.us/APAP/.

• Must possess, a valid Oregon driver's license at time of hire, or obtain within 30 days of hire, and maintain an acceptable driver's record.

• The finalist for this position will be required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.

• This assignment is represented by a union.

• This is a full-time position, which is eligible for overtime.

• Typical Work Schedule:  Monday through Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department and program.

KNOWLEDGE, SKILLS AND ABILITIES

Considerable knowledge of administrative principles and practices involving the areas of budget and personnel; systems approach to client services; ability to make recommendations based on information collected in studies and to illustrate policy impact of alternative decisions.

Considerable skills and ability to: function independently; thorough knowledge of, and ability to participate in, effective team approaches in service delivery, including team development, coordination, and collaboration; negotiation, compromise, and facilitation of conflict resolution and problem solving; oral and written communication skills; use of multiple software programs, especially those related to financial spreadsheets; establish and maintain effective working relationships with clients, other employees, other agencies and the public.

PHYSICAL REQUIREMENTS

Operates a motor vehicle and maintains an acceptable driving history; stands; sits for up to 1/2 hour; walks about the work area; bends forward; reaches overhead; lifts and pushes up to 25 lbs.; moves carts weighing up to 50 lbs.; carries items weighing up to 25 lbs. for up to 50 feet; keyboard operation; rapid mental/hand/eye coordination; speaks in a clear and audible voice; reads 12 pt. font; ability to hear at a normal speech level; may be exposed to office chemicals, such as toner.