Contract Specialist at City of Sanford – Sanford, Florida

Responsible for every phase of contract development from researching the legal regulations to negotiating the terms and preparing the print document. Collaborates with legal to evaluate bids and draft documents.

Prepares contractual agreements using current research methods and knowledge of the City’s needs and ability to fulfill its requirements.

Responsible for assisting the City to terminate contracts on favorable terms.

Ensures that the terms of contractual agreements written in language binding and in accordance with the desires of the City

Prepares and processes contract modifications, change orders, and task authorization, and addendums.

Conducts follow-up with vendors before and after contract award including, but not limited to, issuing award letters, securing certificates of insurance, bonds and other required supplemental documents for submission, review, and processing.

Proofreads, edits and fast check legal contracts related documents for accuracy, examining them for correctness and other considerations, and recommends solutions.

Self-monitors progress according to the schedule of completion to submit drafts and documents in a timely manner.

Reviews contract deliverables to ensure they are compliant and complete.

Clearly explain contract terminology to clients and other interested parties to simple, everyday language.

Analyzes and approves or rejects internal and/or contractor request for deviation from contract specifications and delivery schedules.

Analyzes proposals, financial reports, and other data to determine reasonableness of prices; reviews and interprets contract provision to achieve cost efficiencies and reductions where feasible.

Assesses contractor services value and product/service reliability relative to cost; plans, organizes, and coordinates acquisition alternatives as appropriate.

Continually monitors contract expiration dates and processes contract modification requests including, but not limited to, needed time extensions, vendor limit increases, price adjustments and closeouts.

Serves as a primary liaison with contracting representatives to ensure compliance with contract specifications and resolution of problems and issues, as they arise; arbitrates claims or complaints occurring in performance of contracts.

Maintains City wide contract records and files that relate to a contract (records retention).

Assists in collecting, tracking and reporting vendor and subcontractor data.

Maintains confidential information.

May assist and/or provide input into formulation, development, and/or revision of operating policies, and strategies for the organization, as appropriate.

Makes recommendations on changes in contracting strategy, including consideration of consolidations of inter-governmental cooperative approaches.

Performs miscellaneous job-related duties as assigned.

Additional Duties

Follows safe working practices and has a working knowledge of safety practices and procedures.

Provides support to the Procurement Manager.

Participates in department and staff meetings and other related activities.

Completes required or assigned training and applies acquired knowledge and/or skills.

Follows retention requirements of public records pursuant to Florida Statutes Chapter 119 Public Records and the Florida Department of State, General Records Schedule.

May be assigned to assist the Procurement Manager to maintain vendor information, coordinate acquisition and delivery of supplies and/or provisions to support the resources of the City of Sanford.

Associate's Degree/2 years of post-secondary education or a minimum of 3+ of equivalent experience in either procurement, law, compliance or contract management.

Employee shall obtain the National Incident Management System ICS-100 Introduction to the Incident Command System and ICS-0700 National Incident Management System, an introduction within six (6) months of employment. The following courses are designed to provide a baseline, as they introduce basic NIMS and ICS concepts and provide the foundation for higher-level Emergency Operations Center (EOC), MACS and ICS related training.

Considerable knowledge of pre-established local, State and Federal policies and procedures and regulatory requirements applicable to the work.

Experience using Enterprise Resource Planning (ERP) Sungard HTE/Central Square; include the use of MS Office Suites 365, SharePoint and PC applications.

Skills in the operation and use of general office equipment and computer.

Strong communication skills in effectively dealing with the public, city staff, and public/private sectors in a courteous and tactful manner.

Knowledge in Interlocal Agreements.

Knowledge working with cooperative contract agreements (other government agencies and state).

Ability to organize work, prioritize, meet established deadlines, follow up on contracts with minimum direction and maintain focus when emergency or urgent request occur.

Ability to communicate on a professional level with the Executive Management Team.

While performing the essential functions of this job the employee is regularly required to sit, walk, bend, stoop, stand, lift a maximum of 25 pounds (greater than 25 pounds requires a two-person lift), turn, and push.

Normal office dexterity, to include; reaching, handling, grasping, to include typing/keyboard, and phone use. This position is regularly required to use vision, speech, and hearing, with or without assistive devices. While performing the essentials functions of this position the employee is rarely exposed to disagreeable environmental factors.