Contract Specialist I/II

Posting number: 07674

Department: Finance

Division: Finance Purchasing

Job classification: Contract Specialist I/II

Posting type: Regular

Categories: Accounting and Finance, Professional, Miscellaneous, Grants Administration, Business

Summary

Plan, organize administer and coordinate the procurement of professional services, equipment, materials and supplies through a variety of solicitation methods including, but not limited to: Request For Proposals and Invitations For Bids, and to provide technical assistance to County staff. The scope of work involved includes low to medium risk projects.

The Department has elected to consider a range of experience for this vacancy. A candidates' qualifications will determine the level at which they are hired.
Contract Specialist I:$58,306.97 - $84,545.11 annually Contract Specialist II: $65,513.72 - $94,994.89 annually

Examples of duties

•Under direct supervision, purchase a wide variety of technical and non-technical items; procure professional services, equipment, materials and supplies.
•Prepare bid specifications, assist and review specifications set by the Offices/Departments; and assure open competition and equal opportunity to all bidders.
•Edit and rewrite purchase requisitions to more clearly reflect descriptions of times, quantities, pricing and special conditions and instructions for purchases.
•Contact suppliers and vendors to obtain information about products, prices and availability.
•Negotiate bid prices, terms and conditions for contracts, leases and rental agreements.
•Review and maintain purchasing policies and procedures.
•Analyze bids, quotations and requests for proposals.
•Act as an agent for the County at bid openings; schedule bid and request for proposal openings; serve on panels to evaluate request for proposals; present recommendations for purchases to the Board of County Commissioners.
•Schedule and facilitate pre-conference for bids and requests for proposals.
•Coordinate compliance issues with the user Office/Department and the County Attorney staff.
•Establish teams and assist in creating evaluation criteria to evaluate bids and request for proposals.
•Maintain commodity catalogs and price lists for the use of the County.
•Prepare and administer contractual agreements for procurement of goods and services.
•Participate in the State of Colorado Cooperative Bid Program.
•Dispose of obsolete equipment; determine disposal methods for used and obsolete equipment.
•Prepare Notices of Award, Notices to Proceed and Denial Letters.
•Prepare cost benefit analysis to determine methods of procuring goods or services; i.e. lease vs. purchase.
• Promote good customer service and open communications with all Offices and Departments of the County.
•Participate in the training of employees in JD Edwards Enterprise One Software.
•Coordinate purchases of like-kind goods or services by multiple Offices/Departments to optimize volume discounting.
•Perform other related duties and responsibilities as required.

Qualifications

• Beginning level understanding of public procurement requirements, Local, State and Federal laws, the Uniform Commercial Codes and general commercial laws.
•General Business Law.
•Accounting practices, including: invoicing, overages, shortages and returns for credits.
•Purchasing practices, procurement procedures.
•Communicate to County staff their procurement responsibility and promote compliance with County objectives, policies and programs.
•Advise and assist other Offices/Departments in obtaining specifications, develop specifications and obtain quotations.
•Analyze and develop solutions to problems resulting from the diversified nature of procuring goods and services.
•Identify sources of supply to ensure on time and competitive based deliveries.
•Consolidate purchases of like or common items.
•Work with the Offices/Departments in the processing of emergency purchases.
•Determine if the quality of the materials, the serviceability of the equipment or the services rendered met or exceeded requirements.
•Negotiate and prepare contractual agreements with the aid of higher level staff.
•Computer skills: Operate modern office equipment including computer equipment. Proficient operations of spreadsheet, word processing and database software.
•Communicate clearly and concisely, both orally and in writing.
•Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work.

Supplemental information

Contract Specialist I:

• Experience: Two (2) years of professional purchasing, contracting and/or accounting experience, preferably in government.
• Education and Training:
  • Bachelor's degree from an accredited college or university with major course work in purchasing, accounting, business, public administration, or a related field.
  • A combination of technical and professional procurement and/or accounting experience, which provides the same kind, amount and level of knowledge acquired in the required education, may be substituted on a year-for-year basis for the bachelor's degree only, but not for the required experience as detailed above.
  • Course work from NIGP, NAPM, or ISM may be substituted for major college course work.
  • May be required to take a minimum of two (2) NIGP courses on an annual basis; courses to be agreed upon by the Contract Specialist I and the Procurement and Contracts Manager.
  • Training in JD Edwards Enterprise One Purchasing system will be required in the first year of employment and as needed on an ongoing basis.
• License or Certificate: None.
• Background Check: Must pass a criminal background check

Contract Specialist II:

• Experience:
  • Four (4) years of professional purchasing experience, preferably in government.
• Education and Training:
  • Bachelor's degree from an accredited college or university with major course work in purchasing, accounting, business or public administration or related field.
  • A combination of technical and professional procurement and contracting experience, which provided the same kind, amount and level of knowledge acquired in the required education, may be substituted on a year-for-year basis for the bachelor's degree only, but not for the required experience as detailed above.
  • Course work from NIGP, NAPM, or ISM may be substituted for major college course work.
• License or Certificate: Professional Purchasing Certification a plus.
• Background Check: Must pass a criminal background check.