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CLASSIFICATION TITLE: Contract Specialist
PURPOSE OF CLASSIFICATION
The purpose of this classification is to execute highly responsible administrative and contracts work for the Central Services Department. Work requires a thorough knowledge of department operations, procedures, and overall county organization performed with considerable independence and confidentiality, and interpretation of policy’s which may include special assignments that involve independent research.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Prepare specifications, contracts and solicitation documents, including all related research and analysis.
Prepare and analyze competitive sealed bids and requests for quotations.
Identify and notify potential sources.
Conduct pre-bid conferences.
Prepares legal notices for publication in newspaper, monitors for compliance, and files as required by County ordinance; prepares bid packages and makes distribution to vendors, news media, and other interested parties; handles E-Bid system
Recommend lowest responsive, responsible bidder on ITB’s,.
Confer with consultants, contractors and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products and services.
Perform contract administration, including liaison between vendors and departments, compliance with contract terms and conditions, compliance with grant requirements.
Coordinates renewal of annual contracts; determines renewability of contracts; forwards renewal notices to using department and contractors; schedules re-bids as necessary. Maintains renewal files; prepares renewal documents; contacts appropriate departments of contract expiration, renewals, agreements, re-bids, terminations, or awards; notifies vendors of re-bids and renewals by written correspondence and telephone contact; maintai ns and updates contracts calendars both manual and automated.
Review and process contracts, purchase orders, change orders and other documents within delegated authority.
Maintain the integrity of the public procurement process.
Responds to public requests for bid documents; mails documentation as appropriate.
Confers with the County's Legal Department and Risk Management Division on insurance and legal issues
Provide guidance and assistance to other employees, as required.
Research market sources and suppliers to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.
Engage in procurement planning with client departments. Routinely meet and communicate with client departments in order to identify and provide high quality service to meet client service delivery requirements on a timely basis. Provide accurate, complete and up-to-date information in a courteous, efficient and timely manner.
Effectively communicate purchasing policies and procedures to all personnel and interpret said policies and procedures as necessary.
Maintain individual workload statistics.
Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow-up.
Prepares folders; maintains purchasing files, program records, legal documents, etc.; prepares or completes various forms, repo11s, correspondence , and/or other document s. May train clerical staff.
Performs other related duties as required.
Associate’s degree in Business Administration or closely related field; supplemented by two (2) years previous experience and/or training that includes contract experience in preparing invitation for bids (ITB) and renewing annual contract documents. Type 40 wpm preferred, proficient in Microsoft Excel and Word, possess, and maintain a valid Georgia driver’s license.
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.