Contract Specialist (Procurement Department)

at  Opportunity Home San Antonio

DESCRIPTION

The Contract Specialist, under the direction of the Director of Procurement, is responsible for the performance of administrative work of average difficulty involving the contracting of supplies, materials, and equipment. This position supports other programs administered through the department. This position ensures compliance with contract management systems, procedures, and policies. Responsible for responding to issues and questions related to contract activity emanating from both internal and external sources.

EDUCATION REQUIRED:

• Two (2) or more years of college or university coursework in Business Administration, Procurement and/or Marketing.
• An additional four (4) years of related experience may be considered in lieu of educational requirements.

Experience Required:

• Four (4) years experience in purchasing, bid preparation, vendor and contract management.
• Must have the ability to learn and use cloud applications such as the Google GSuite applications to include but not limited to: Google Chrome Browser, Gmail, Drive, Calendar, Docs, Sheets and Slides. Understanding document sharing and collaboration in the cloud. Experience and proficiency with Microsoft Office 365, cloud accessible applications to include but not limited to: One drive, Outlook, Word, Excel and Powerpoint or MAC or PC desktop equivalent is acceptable.
• Successful completion of a criminal history background check, education, and work history verification, and drug screening test.

TECHNICAL SKILLS:

To perform this job successfully, the employee should have:

• Knowledge of contract negotiation procedures and techniques.
• Knowledge of contract administration and management practices and procedures.
• Knowledge of procedures and techniques used in developing contracts.
• Knowledge of solicitation methods.
• Knowledge of basic accounting principles and practices.
• Knowledge of legal terminology used in contracts and other agreements.
• Knowledge of insurance and bonding requirements.
• Skill and proficiency in utilizing Microsoft or Google suite of basic computer applications.
• Skill in operating a personal computer and utilizing rudimentary software and common office equipment.
• Ability to communicate clearly and effectively, both verbally and in writing with a diverse public including various SAHA management groups.
• Ability to develop and maintain effective working relationships with those contacted in the course of work.
• Ability to develop solicitation documents according to laws, rules, regulations, policies, and procedures.
• Ability to complete the procurement processes for goods and services, from solicitation through contract award.
• Ability to develop written reports and presentations.

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. These essential functions require presence in the workplace on a regular basis and regular attendance must be maintained.

• Interviews and confers with vendor representatives, staff, and the Director regarding specifications, purchases, price increases, and complaints.
• Assist with the preparation of specifications and scope of work for solicitations.
• Update contract information in JD Edwards accounting system to include contract and insurance expiration dates so as to keep such information current
• Drafts weekly reports on contract issues to include expirations, disputes, resolutions, and any other concerns expressed by internal or external customers.
• Recommends the imposition of sanctions to include termination of contract and the assessment of liquidated damages to management
• Corresponds with vendors about purchase order issues.
• Ensures contracts are compliant with all rules, regulations, policies, and procedures.
• Develops and/or interprets rules, policies, or procedures regarding contract management or contract administration.
• Recommends the development of new contracts based on end-user requirements.
• Develops contracts by identifying needs, analyzing resources, describing services to be rendered, and negotiating pricing and other contract features/terms.
• Coordinates and facilitates the activities of contract management.
• Manages contracts using project management tools (i.e. work breakdown structures, GANTT charts, Performance Evaluation and Review Technique (PERT) charts, Critical Path Method (CPM), Microsoft (MS) Project, etc.)
• Coordinates the risk assessment process for contract planning and monitoring.
• Participates in the negotiation of contracts.
• Inspects and/or audits contractors to ensure compliance with contract terms and conditions.
• Monitors contractor performance.
• Mediates and analyzes contract related protests or disputes.
• Recommends cancellation or termination of contracts.
• Provides guidance to agency staff and the community regarding contract administration policies, and procedures.
• Identifies training needs and provides training and technical assistance to clients or public entities regarding the contracting process in order to comply with statutes, rules, and policies.
• Continually refines best practices guidelines for contract management
• Certification as a State of Texas Certified Texas Contract Developer (CTCD) must be obtained within 18 months and a Texas Contract Manager (CTCM) must be obtained within 24 months.
• Serve as the department subject matter expert (SME), maintain records related to Co-operative purchasing programs where SAHA is a participant member and the contracts it is utilizing.
• Assist the Purchasing Card (P-card) Administrator in training, managing, and updating the program’s policies and procedures.
• Serve as auditor of the Procurement Department’s solicitation process and records to ensure compliance with policies, procedures, and due diligence requirements.
• Responsible for issuance of Invitations for Bid, Request for Proposals, and other procurements as assigned and the managing of the process from issuance to contract award.
• Other duties as assigned.

Behavioral Competencies
This position requires the incumbent to exhibit the following behavioral skills
a. Values Driven | Demonstrates an understanding of the values (Compassion, Equity and Excellence) and embodies the values in their work and interactions with residents, vendors, co-workers, supervisors, board members, community members, and other stakeholders. Contract Specialist Job Description Revised July 2023 2
b. Leadership | Provides direction to people and/or projects by clearly and effectively setting course of action for the assigned department staff and tasks; manages the planning, execution, and achievement of assigned department goals.
c. Customer Service | Responds with Compassion in a professional manner to the expectations and needs of internal and external customers; is friendly and helpful to all customers, fostering positive relationships while providing Excellent service.
d. Effective Use of Information | Communicates important information to those who need to know clearly, securely, effectively, orally and/or in writing; proactively exchanges accurate and timely information.
e. Commitment and Continuous Improvement | Sets the standard for Excellence by proactively pursuing innovation through systematic experimentation and learning. Corrects mistakes by assessing appropriate processes, proposing adjustments, and prioritizing long-term solutions.
f. Teamwork | Balances team and individual responsibilities; exhibits Compassion, objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone’s efforts of Excellence; attends, supports, and participates in the organization’s team building events.
g. Responsiveness and Accountability | Demonstrates a high level of Excellence and holds oneself personally responsible for one’s own work; complies with procedures and directives and understands the importance of maintaining and managing confidential information; recognizes and anticipates issues and provides a responsive resolution in a timely manner.