Contract Specialist

Job Details:

This is highly responsible and professional work involving the development, management, and oversight of major contracts and interlocal agreements throughout the City of Gainesville.

The single position allocated to this class reports to a designated supervisor and works under general supervision. Work of this class is distinguished from other classes by its contract specialization as applied to the review and administration of internal and external contracts and agreements held by various departments within the City of Gainesville.

 

Job Description:

SUMMARY

This is highly responsible and professional work involving the development, management, and oversight of major contracts and interlocal agreements throughout the City of Gainesville.

The single position allocated to this class reports to a designated supervisor and works under general supervision.  Work of this class is distinguished from other classes by its contract specialization as applied to the review and administration of internal and external contracts and agreements held by various departments within the City of Gainesville.

EXAMPLES OF WORK*

*This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position.  The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job.  Performance of lower-level duties may be required.

ESSENTIAL JOB FUNCTIONS

Develops and maintains a master list of all contracts, agreements, and leases together with a schedule of their expiration and notice requirement dates.

Ensures that all aspects of a contract are completed on time and as promised – coordinates approvals and negotiations with appropriate management and staff.

Serves as the primary contact for departments and vendors – manages, oversees, and builds relationships with departmental and vendors.

Manages and administers existing contracts by determining compliance through performance monitoring.

Negotiates and develops amendments and revisions to contract scopes and specifications.

Resolves non-compliance issues by investigating and resolving contract-related discrepancies, complaints, and disputes between all involved parties; canceling or terminating contracts and negotiating settlement agreements; resolves appeals and claims.

Provides advice on all facets of contract development, administration, and management.

Provides contract information in response to inquiries from the City Commission, management, vendors and other stakeholders.

Analyzes bids and proposals to ensure that specifications of binding agreements with customers, vendors, and employees are legal and comply with City policy.

Reviews contracts, agreements, and leases, together with their associated terms and conditions, to assure clarity and protection of the City’s interests prior to legal review.

Assists departments with developing new contracts, agreements, and leases, and coordinates their review with the City Attorney, Risk Management, Procurement and Accounting offices.

Analyzes City’s ability to piggyback on certain governmental contracts from other agencies.

Monitors contract and agreement reviews and approvals throughout the workflow process to ensure timely completion and execution.

Notifies departments in advance of contract/agreement/lease termination dates and works with City staff to prepare contract renewals or to send termination notices, as applicable.

Notifies Accounting and Grants of new contracts and leases that will provide revenue and provides applicable payment schedules as well as assisting Accounting staff with quarterly reviews of active contracts, agreements and leases. 

Ensures compliance with contract provisions for all state and federal funding source agreements by customizing contracts or bids to include such provisions and works with departments to train teams on contracts process protocols thus ensuring understanding and compliance.

Identifies when, where and what communication or training is needed and identifies, develops and delivers it to employees and/or management.

Assumes direct partnership with the department’s leadership team.

Recommends, changes and/or improvements to administrative policies, methods and procedures.

Provides a leadership role with respect to all matters concerning City contracts and processes.

Provides research, guidance, and analysis for various special reports.

Attends work on a continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS

Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills, and abilities to perform the essential functions.

EDUCATION AND EXPERIENCE

Bachelor’s degree from an accredited educational institution with coursework in public or business administration, accounting, finance, economics, or a closely related field, and three (3) years of contract administration experience; or,

Any combination of education and/or work experience that adequately demonstrates the individual’s ability to satisfactorily perform the essential functions of the job.

Paralegal experience is preferred, though not required.

CERTIFICATIONS OR LICENSES

Licenses

None.

Certifications

Certified Professional Contract Manager (CPCM) certification preferred.

KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of the basic principles, practices, and techniques of contract writing and administration.

Thorough knowledge of management principles.

Thorough knowledge of municipal departmental organizations and functions and their interrelationship within the City’s overall organization, as well as with other levels of government.

Knowledge of the forms, terminology and procedures used in monitoring and administering contracts.

Knowledge of the general principles and practices of public administration.

Ability to secure proper documentation and logically assemble, organize and present data in written and oral form.

Ability to perform work using computers and relevant software, including major ERP system reporting tools.

Ability to communicate effectively, both orally and in writing.

Ability to prepare comprehensive reports and recommendations.

Ability to work effectively with elected officials, Charter Officers, department heads, representatives of other agencies, other City employees and the general public.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is often required to sit for prolonged periods of time.

WORK ENVIRONMENT

May be required to work and attend meetings outside regular business hours.

 

 

Note: 

May Require Assessment(s).

May fill multiple positions.

May establish an eligibility list.

 

Come join our team! The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally.

 

All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also offer great things like on-site fitness centers, tuition reimbursement, on-site medical staff and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees.

 

Equal Opportunity

The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at 352-334-5077 or TDD/TTY at 352-334-2292.

 

Veterans' Preference

Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference.

 

If you are unable to apply online due to a disability, contact recruiting at [email protected] or by calling 352-334-5077.