Senior Contract Specialist

Position Overview

The Contracting Specialist II is responsible for performing full-cycle procurement and contracting activities related to the acquisition of materials, equipment, supplies, services, and construction. This role supports City departments by planning procurement strategies, managing solicitations, evaluating bids and proposals, negotiating contracts, ensuring regulatory compliance, and administering contracts throughout their lifecycle.

This is the full journey-level position within the Contracting Specialist series and requires independent judgment, advanced procurement knowledge, and experience managing complex contracting activities.

Key Responsibilities

1. Contract Administration & Procurement Management (35%)

• Manage procurement activities for materials, services, equipment, and construction projects.
• Administer contracts and support procurement operations.
• Conduct operational and contract analyses.
• Assist project managers with procurement-related activities.
• Interpret and apply Federal Acquisition Regulations (FAR) for federally funded procurements.
• Negotiate contract terms and conditions with vendors.
• Generate quarterly contract reports.
• Resolve contract-related issues and disputes.
• Ensure compliance with applicable laws, regulations, policies, and procedures.

2. Solicitation Development & Procurement Planning (15%)

• Conduct pre-solicitation strategy meetings with stakeholders.
• Determine the most appropriate procurement method.
• Develop solicitation documents (RFPs, IFBs, RFQs, etc.).
• Identify and incorporate applicable contractual clauses.
• Prepare formal and informal procurement documents.

3. Solicitation Management & Evaluation (15%)

• Manage solicitation processes from release through evaluation.
• Conduct pre-bid and pre-proposal conferences.
• Facilitate public bid openings.
• Establish and coordinate evaluation committees.
• Evaluate bidder responsiveness and responsibility.
• Determine competitive ranges.
• Request clarifications, discussions, and best-and-final offers.

4. Contract Award Processing (15%)

• Determine appropriate contract types.
• Prepare contract award documents.
• Incorporate final negotiated terms and conditions.
• Determine bonding and insurance requirements.
• Coordinate legal review with the City Attorney’s Office.
• Distribute finalized contract documents to stakeholders.

5. Post-Award Contract Management (10%)

• Monitor contract performance and compliance.
• Advise departments on ethical procurement practices.
• Assist with resolution of contract performance issues.
• Maintain contract files for audit and archival purposes.

6. Contract Compliance & Procurement Support (10%)

• Serve as a departmental subject matter expert (SME).
• Provide daily procurement guidance and troubleshooting.
• Maintain access to contracts and purchase orders.
• Research third-party procurement and contracting resources.

Required Qualifications

Education

• Bachelor's degree in Business Administration, Public Administration, Procurement, Supply Chain Management, Finance, Law, or a related field.

Education/Experience Equivalency

• One year of relevant work experience may substitute for one year of required education.
• One year of relevant academic coursework beyond minimum requirements may substitute for one year of professional experience.

Experience

• Minimum 3 years of professional experience in:
• Procurement
• Contract Administration
• Contract Management
• Purchasing
• Public Sector Procurement
• Supply Chain or related field

Certifications

• No certifications currently required.
• Procurement certifications such as CPPB, CPPO, CPSM, or CPCM would be beneficial.

Technical Skills

• Contract Administration & Management
• Public Procurement Processes
• Competitive Bidding & Solicitation Management
• RFP/RFQ/IFB Development
• Vendor Negotiations
• Contract Negotiation
• Federal Acquisition Regulations (FAR)
• Procurement Compliance
• Risk Assessment & Contract Review
• Budget Monitoring & Fiscal Management
• Audit Support & Documentation Management
• Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)

Core Competencies

Procurement & Contracting

• Contract Lifecycle Management
• Supplier/Vendor Management
• Strategic Sourcing
• Purchasing Policies & Procedures
• Procurement Compliance

Communication

• Advanced Technical and Business Writing
• Policy Interpretation
• Stakeholder Management
• Presentation and Facilitation Skills

Analytical Skills

• Bid and Proposal Analysis
• Contract Risk Assessment
• Financial Analysis
• Operational Analysis

Leadership

• Lead Worker Responsibilities
• Training and Mentoring Staff
• Work Coordination and Scheduling

Regulatory & Compliance Knowledge

• Federal Acquisition Regulations (FAR)
• Government Procurement Standards
• Contract Law Principles
• Procurement Ethics
• Audit Readiness
• Regulatory Compliance
• Internal Controls

Work Environment

• Office-based position.
• Primarily sedentary work.
• Regular use of:
• Computer
• Telephone
• Copier/Printer
• Standard office equipment