Contracts Specialist at Hays County – San Marcos, Texas

Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Summary

Under general direction of the Hays County Purchasing Agent, the Contracts Specialist performs contract management work involving and evaluating a broad range of County contracts and a variety of procurement functions within the Purchasing Department. Performs complex (journey-level) contract management work. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Employees at this level may work more independently and may facilitate various procurement related events.

Responsibilities

• Assists in collaborating with internal and external stakeholders to provide guidance regarding procurement and contract policies, procedures, and best practices.
• Demonstrates understanding of the components of the formal procurement and contract management process

Advertises all formal bids according to the appropriate public notices.

• Prepares addenda
• Maintains and updates procurement calendar with all applicable dates.
• Evaluates all bids/proposals submitted for responsiveness
• Reviews all bids for mathematical accuracy
• Conduct reference checks, verify applicable licenses and qualifications for responsive bidders and provide results to the evaluation committee.

• Contract Management Process:

• Posts contract award on procurement websites.
• Enters executed contracts and required documents into New World Contract Module
• Gathers all procurement file documents and finalizes the procurement file
• Continually reviews, manages and monitors the contract information.
• Coordinates with stakeholders and contractors for contract renewals.
• Assists in monitoring contracts and communicates with stakeholders on completion dates, amendments for extension, and documents needed for contract completion.
• Maintains and uploads all relevant documentation of performance issues and resolutions, including unsuccessful attempts to communicate with the contractor.
• Assists in the billing process by ensuring all contract terms and pricing is accurate.

• Serves as a liaison with contract providers to ensure participation is consistent with program, legal, and fiscal requirements.
• Responds to telephone and email inquiries from individuals with questions about purchasing regulations.
• May perform other duties as assigned.

Education and/or Experience

• Requires High School Diploma or equivalent.
• Minimum of 3 years’ experience working with procurement and contracts.

Other Qualifications, Certificates, Licenses, Registrations

• Ability to obtain the Certified Texas Contract Manager (CTCM) Certification, or the Certified Texas Contract Developer (CTCD) Certification
• Current Class C Driver’s License.
• Ability to maintain continuing education requirements for any certifications.