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Contract Specialist


Contract Specialist

Contract Specialist

San Antonio Housing Authority
San Antonio, TX 78201

Job details

Job Type

Full-time
JOB
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.

EXAMPLE OF DUTIES
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 currentDrafts 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 managementCorresponds 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 managementCertification 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: Leadership: Provides direction to people and/or projects by clearly and effectively setting the course of action for the department, staff, and tasks; manages the planning, execution, and achievement of department goals by providing regular communication to staff and stakeholdersCommitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure and persists despite obstacles and oppositionCustomer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind; and recognizes working colleagues as customersEffective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys an understanding of, the comments and questions of others; and listens effectively. Demonstrates the ability to develop audiovisual presentations to both internal and external audiences. Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work, and does their fair share of work. Complies with procedures and understands the importance of maintaining and managing confidential and proprietary information.Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; Contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed; attends, supports, and participates in all team-building exercises and eventsContinuous Improvement and Innovation: Seeks the continuous improvement of technological business processes and services; explores out-of-the-box methods and is open to experimenting with new ideas; uses data, knowledge, and strategic decision-making to generate new and innovative solutions

MINIMUM QUALIFICATIONS
Education and Experience: Required Bachelor’s Degree in business administration, public administration, procurement, contract law, or a related field. Coursework that includes accounting, finance, procurement, logistics, and/or business/contract law Two (2) years of experience in purchasing, bid preparation, and vendors and contract management.Must have the ability to learn and use cloud applications such as 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.Preferred: State of Texas Certified Texas Contract Developer (CTCD), Certified Texas Contract Manager (CTCM), or other governmental procurement certifications, such as issued by NIGP.License and Certifications: Must have the ability to earn certifications as required by assigned tasks.Texas Class “C” driver’s license at the time of placement and be insurable by the Housing Authority’s liability and fleet insurance carrier.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. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include stooping, kneeling, crouching, reaching, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, repetitive motion, sitting; standing; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Physical requirements are for light work which includes exerting up to 25 of force occasionally and/or up-to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects. Close visual acuity (to perform an activity such as preparing and analyzing data and figures), speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment.Subject to stooping, kneeling, crouching, pushing, pulling, lifting, fingering, grasping, talking, hearing, repetitive motion, standing, reaching, and walking to perform the essential functions.Working conditions: the Contract Specialist is not substantially exposed to adverse environmental conditions. Office environment The noise level in the work environment is usually moderateHigh level of interaction with external/internal clients May be required to work at different properties or sites for interim periods to support business needs Outside environment Subject to environmental elements when conducting visits to various sites or participating in outside events. ADA STATEMENTIn compliance with the Americans with Disabilities Act, the San Antonio Housing Authority will make reasonable accommodation to the known disability of a qualified applicant or employee to enable people with disabilities to enjoy equal employment opportunities, if it would not impose an “undue hardship” on the operation of the employer’s business.ETHICSAs a public agency, SAHA is committed to maintaining the highest of ethical standards. Applicants selected for employment are expected to perform work responsibilities with the highest degree of integrity, professionalism, and honesty, to merit the respect of our co-workers, clients, partners, vendors, and the general public. Applicants selected for employment are also expected to serve the public with dedication, concern, courtesy, and responsiveness. DISCLAIMERThe above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This position specification is not an employment agreement or contract. Management has the exclusive right to alter this position specification at any time, without notice.

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