City of Tucson

CONTRACT SPECIALIST (#0978)

$22.83-$38.08 Hourly / $47,486.40-$79,206.40 Yearly
Salary Grade: 814


General Description

Develops, coordinates and manages procurement contracts, programs and policies.  Acts as a liaison between customers, contractors and the public to ensure customer needs are met and contractors perform in accordance with the contract.

Essential Functions

Serves as the facilitator of purchasing and contract administration activities necessary to meet customers’ needs. Works in partnership with contracting positions (Principal Contract Officer and Senior Contract Officer) to meet defined business needs. Provides primary guidance and makes decisions on approach to meeting customer needs for goods, services, design and construction. Functions independently and makes decisions in areas of defined responsibility.

Plans and forecasts customer needs based upon direct communication (both verbally and in writing) with customers; meets with customer executive leadership to strategically plan for needs; establishes work priorities with customers; makes independent judgement to solve problems with customers.  

Conducts market research by studying market trends and conducting comparative analysis of products; keeps customers apprised of new products, availability and prices; researches available cooperative contract sources and recommends use when appropriate.  

Collaborates with customer subject-matter experts to write detailed, technical specifications and scopes of work; creates draft solicitations for review; conducts direct sourcing for small purchases.  

Creates Buyspeed requisitions, issues purchase orders for purchases below the competitive threshold; issues Notices to Proceed; conducts Requests for Informal Quotes; requests quotes and issues purchase orders to  contractors on existing contracts; creates and manages change orders.  

Oversees and facilitates customer contracts and purchase orders; tracks contract terminations and renewals; initiates new solicitations based upon customer needs; manages federal requirements and regulations (pre- and post-award).  

Analyzes sourcing options with customers, identifies and recommends solutions to meet customer needs; writes memos for source selection waivers (such as Sole Source, Special Procurement, Emergency, Sole Brand).

Participates in pre-proposal conferences, committee meetings, interviews and demonstrations; conducts kick-off meetings, contract performance meetings and other related meetings.

Monitors and documents contractor performance, develops and maintains vendor relationships, ensures delivery and compliance of contract deliverables; mediates and resolves contractual issues, offers solutions to problems, facilitates meetings with customers and contractors, and provides assistance in resolving contractor performance issues.

Assists in developing procurement programs and policies; coordinates and implements purchasing programs and policies; ensures compliance with procurement policies and practices at the local, state and federal level.  

Maintains and processes asset purchasing records, receipts, and invoices; reviews and approves invoices for payment; runs reports; responsible for contract close out.  

Ensures contractor compliance with SBE/DBE contract goals; assists SBE/DBE staff in the establishment of SBE/DBE goals based upon defining areas of contractor performance.

Minimum Qualifications

Education:         Bachelor's Degree or equivalent years of experience

Experience:       At least 1 year involving procurement, purchasing or contract administration

Pre-employment Medical Testing Requirements

None

Other Information

FLSA Status: Exempt

Occupational Group Code: 09

Occupation Group Description: Purchasing and Supply

EEO Job Category Code: B

EEO Job Category Description: Professionals

Organizational Level:Senior

NCCI: 8810

Bargaining Unit: CWA

Driving Requirements

The following information pertains to driving requirements for this classification with the City of Tucson. Under "Driving Level" None, Secondary or Primary, refers to the driving responsibility as it relates to the essential functions of the classification. License Type, is just that, the type of Arizona Driving License required for the classification. If the position requires a Commercial Drivers License (CDL), the endorsements will be listed under "Endorsements." Under Safety Sensitive a "Yes" means employees with this classification are subject to pre-employment and random drug testing. License Type A,B,C,D,or M may require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage. Exceptions to classification driving requirement's may exist based on position.

Driving Level: Secondary

License Type: Valid and Unrestricted D-Driver

CDL Endorsements: None

Safety Sensitive: No

Job Description Disclaimer

This description is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. They are intended to describe the general nature and level of work being performed by individuals assigned to this position.

CLASS: 0978; EST: 11/7/2017; REV: 11/7/2017;