Contract Specialist II

ContractingSpecialist II

The purpose of this position is to perform all contracting functions related to the acquisition of materials, equipment, supplies, services, and construction for the City of Colorado Springs. This is accomplished by coordinating and planning with customers; preparing formal and informal solicitation documents and analyzing proposals and bids; conducting negotiations and providing advice and assistance to customers. Other duties include general contract administration/management activities; educating internal clients and external vendors; ensuring compliance with all laws, regulations, policies, processes and procedures; and assisting with the preparation of various reports and supporting audits.

DISTINGUISHING CHARACTERISTICS: II
This is the full journey level class within the Contracting Specialist series. Employees within this class are distinguished from the (I level) by the performance of the full range of duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from level I, or when filled from the outside, have prior experience.

Essential Functions:

35% - Perform contract administration/management through effective and efficient acquisition of quality materials and services; perform contracting administration duties to support procurement activities; perform operational analyses; assist project managers; interpret Federal Acquisition Regulation for federal procurements
; negotiate contractual terms with vendors; generate quarterly contract reports; and provide assistance in resolving problems; and ensure compliance will all applicable laws, regulations, policies, and procedures.

15% - Conduct pre-solicitation strategy meetings; determine best method to ensure quality materials and services; develop solicitation; determine applicable clauses; and prepare other formal and informal bid documents.

15% - Oversee solicitation process by conducting pre-bid or pre-proposal conferences; conduct public bid

opening; develop evaluation committees; determine responsiveness and responsibility of bidders; determine competitive range; and request clarifications and final offers.

15% - Perform award processing duties by determining correct contract type and prepare contract documents; incorporate final terms & conditions; determine bonding and insurance requirements; submit contracts to applicable City Attorney; and make copies of finalized contract documents for distribution.

10% - Perform post awards duties by ensuring City Departments comply with ethical business practices; provide advice to resolve contract performance issues; and prepare contract folder for archives and audits.

10% - Ensure contract compliance by performing as the Department expert; provide daily assistance and troubleshooting as needed; provide copies of all contracts and purchase orders; and research third party contracting websites.

Note - Time spent on each essential function will vary based on operational needs and is only intended to be an approximation over the course of a full year. Regular and predictable attendance is an essential function in the performance of this job.

Relevant Background and Formal Education

Demonstrated skills, competencies, and knowledge required for this job are most often acquired through the following practical experience and level of academic education and training as suggested below.

Education: Bachelor's degree from an accredited college or university with major coursework in a related area of study.

Experience: Three years of full-time, professional experience in a related field.

Education and Experience Equivalency: One year of relevant work experience may be substituted for one year of required education (OR) one year of relevant academic coursework beyond the minimum requirement may be substituted for one year of required professional experience.

Certifications and Licenses: Must possess or be able to acquire the following certifications and/or licenses required in accordance with standards established by departmental policy. At this time, there are no required certifications and/or licenses required.

Technical Skills: Intermediate Skills and Knowledge: Work requires intermediate skills and knowledge in approaches and systems, which support the design and implementation of major programs and/or processes organization wide. Independent judgment and decision-making abilities are necessary to apply technical skills effectively.

Specialized Computer Equipment and Software: Microsoft Office.

Additional Information

Supervision Exercised: This classification requires functioning as a lead worker performing essentially the same work as those directed, and includes overseeing work quality, training, instruction, and scheduling work. Work

may require the occasional direction of helpers, assistants, seasonal employees, interns or temporary employees.

Supervision Received: Receives General Direction: This classification normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Other Requirements Competencies Required:

Human Collaboration Skills: Communications regarding interpretation of policies may be made after discussion of different points of view. Work may require providing advice to others outside direct reporting relationships on specific problems or general policies. Interactions with others outside the organization may be stressful, negative and require high levels of tact or persuasion to gain cooperation and acceptance of ideas.


Reading: Advanced - Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents. Ordinarily, such education is obtained at the college level or above. However, it may be obtained from experience and self-study.

Math: Intermediate - Ability to deal with a system of real numbers; and practical application of fractions, percentages, ratios/proportions and measurement. Ordinarily such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Writing: Advanced - Ability to write editorials, journals, speeches, manuals, or critiques. Ordinarily, such education is obtained in at the college level or above. However, it may be obtained from experience and self-study.

Fiscal Responsibility: This classification oversees budget preparation and monitors fiscal expenditures. Reviews and approves expenditures of significant budgeted funds or does research and prepares recommendations for organization-wide budget expenditures.

Physical Demands: Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.

Machines,Tools,Equipment, andWorkAids:Computer,printer,copier,telephone,andstandard office equipment.

Environmental Conditions	Frequency
Primary Work Environment	Office Environment
ExtremeTemperature	Never
ess and Humidity	Never
ratory Hazards	Never
and Vibrations	Never
cal Hazards	Never
anical and/or Electrical Haza	Never
ure to Communicable Disea	Never