Contract Specialist - Procurement & Contracts Department

General Functions:

This is specialized administrative work at a professional level responsible for monitoring the performance of contracted entities to ensure compliance with a variety of complex contractual terms and conditions and/or grant requirements. Work involved will require independent actions & decisions as well as performing complex and routine clerical and technical work in purchasing goods and services.

Reports To:

Procurement Director              

Assistant Director/Manager

Senior Buyer   

Supervisory Responsibility:

May exercise supervision over clerical, temporary, or other staff as assigned

Essential Duties and Responsibilities:

• Responsible for contract administration to include negotiation and preparation of complex contractual/legal agreements, monitor compliance with terms and conditions of agreements, reviewing forms and submitted documents for compliance, completeness, and corrections.
• Adhere to Purchasing Policies, Ethics, Federal, State laws and City ordinances.
• Train staff and/or contracted parties on compliance and regulation matters.
• Subscribe to and be bound by the Universal Public Procurement Certification Council (UPPCC), the Institute for Public Procurement (NIGP), Miami Dade County and City of Homestead Code of Ethics.
• Responsible for contract administration, negotiates and prepares contracts, reviews, scans and uploads contracts for public record. 
• Assist Project Manager(s) and/or department(s) with review of Contract requests, contract extensions/renewals, amendments and task orders.
• Negotiate and assist in settlement of contract disputes.
• Maintain contract files and ensure documents and pertinent materials are current; conducts close out actions upon contract completion.
• Conduct cost and price analysis.
• Assist new contractors/vendors with process requirements.
• Prepare reports and correspondence.
• Review requisitions; confers with vendors and staff to obtain product or service information such as price, availability, and delivery schedule.
• Select products for purchase by testing, observing, or examining items; estimates values according to knowledge of market price.
• Determine method of procurement such as direct purchase, quotation or public solicitation (ITB/RFP/RFQ).
• Assist department in obtaining or developing bid specifications, market research, and price analysis. 
• Perform duties related to issuance of public solicitations to include preparation of solicitation documents, advertisements, meetings, advertisement approvals, Cone of Silence document, legal approvals, minutes, postings, administrative checks, recommendations for awards.
• Assist in review of bid proposals and negotiations of contracts within budgetary limitations and scope of authority.
• Perform duties to hold public meetings, such as Pre-Bid Meetings, Bid Openings, Evaluation Committee Meetings, and Vendor Debriefings/Hearings. 
• Perform administrative review of proposer(s) to include interviewing vendors to obtain information relative to product, references, price, ability of vendor to produce product, perform service and delivery date. Perform check which includes search in the System for Award Management (SAM), State of Florida and City of Homestead list(s). Licenses, bonds, insurance.
• Prepare Council Agenda Reports (CAR), for the department(s) to present to Council for approval.
• Prepare quote requests, tabulations, addenda, award/non-award letters and issues purchase orders.
• Purchase supplies, machinery, equipment tools, raw materials, parts, services and supplies necessary for the operation of the various departments; charges purchases to appropriate department.
• Maintain procurement records for the purchase order file, records on purchases for items or services to include costs, delivery, product quality or performance, and inventories.
• Facilitate meetings to coordinate implementation of projects.
• Discuss defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine source of trouble and take corrective action.
• Oversee delivery of goods and services to users.
• Administer inter-local cooperative purchasing agreements with other agencies.
• Assist City Clerk in location contracts for public records’ requests.        
• Assist in the department in performing end-of-year inventory count.
• Assist with Hurricane/Emergency Preparation.
• Assist with preparation of the department’s fiscal year budget.
• Participate in vendor fairs and events.
• Remain active in the profession by continuing education & professional development.
• Perform other duties as assigned.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions. 

Type of Appointment/Work hours:

• Full-time/Regular in-person position.
• Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day or four (4) days of ten (10) hours per day. The workday may be varied for the efficient delivery of public service.
• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.
• Will be required to work occasional overtime or shift assignments, if applicable.

Physical and Environmental Demands or Conditions:

The physical and environmental demands for this position have been listed on the last page of this description. Physical and environmental demands must be met to successfully perform the essential duties and responsibilities of this position.

Requirements:

• Must possess a high school diploma or it’s equivalency in addition to two (2) years of college coursework in a related field. In lieu of college coursework or a degree, five (5) years or more of experience in professional procurement experience, with public sector preference, may be acceptable.
• Certifications as a CPPB (Certified Professional Public Buyer), CPPO (Certified Public Procurement Officer), Certified Professional in Supply Management (CPSM), a CPM (Certified Purchasing Manager), or NIGP-CPP (Certified Procurement Professional) are preferred.
• Two (2) years of experience in governmental purchasing and one (1) to two (2) years of experience working with bids and contracts is preferred.
• Considerable knowledge of purchasing methods and procedures; working knowledge of sources of supplies, price trends and grades or quality of materials and equipment; working knowledge of the laws and ordinances governing the purchase of goods and services.
• Knowledge of State and Federal requirements is highly desirable.
• Must be proficient in Microsoft Word, Excel, Outlook, etc. 
• Ability to operate office equipment, including a calculator, phone, copier/scanner, and fax machine.
• Experience with electronic bidding/contract platform preferred. Experience with OpenGov Procurement is preferred.
• Ability to analyze and process purchasing requisitions and make purchasing decisions accordingly; ability to maintain complex purchasing and inventory records.
• Ability to establish and maintain effective working relationships with employees, other departments, vendors and the public.
• Ability to communicate effectively, orally and in writing. 
• Must possess a valid Florida driver's license with a clean driving record.
• Must pass a background screening process.

Core Competencies:

• Judgment - Sound decisions based on fact; uses logic to solve problems.
• Quality of Work - Performs work thoroughly, accurately, and professionally.
• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.
• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.
• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.

Work Authorization/Security Clearance:

• The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.
• The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization. 

All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.