Contracts Specialist

Contracts Specialist

Under general direction of the Hays County Purchasing Agent, the Contracts Specialist performs contract management work involving and evaluating a broad range of County contracts and a variety of procurement functions within the Purchasing Department. Performs complex (journey-level) contract management work. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Employees at this level may work more independently and may facilitate various procurement related events.

Responsibilities

• Assists in collaborating with internal and external stakeholders to provide guidance regarding procurement and contract policies, procedures, and best practices.
• Demonstrates understanding of the components of the formal procurement and contract management process.
• Formal Procurement Process :
• Advertises all formal bids according to the appropriate public notices.
• Prepares addenda
• Maintains and updates procurement calendar with all applicable dates.
• Evaluates all bids / proposals submitted for responsiveness
• Reviews all bids for mathematical accuracy
• Conduct reference checks, verify applicable licenses and qualifications for responsive bidders and provide results to the evaluation committee.
• Contract Management Process :
• Posts contract award on procurement websites.
• Enters executed contracts and required documents into New World Contract Module
• Gathers all procurement file documents and finalizes the procurement file
• Continually reviews, manages and monitors the contract information.
• Coordinates with stakeholders and contractors for contract renewals.
• Assists in monitoring contracts and communicates with stakeholders on completion dates, amendments for extension, and documents needed for contract completion.
• Maintains and uploads all relevant documentation of performance issues and resolutions, including unsuccessful attempts to communicate with the contractor.
• Assists in the billing process by ensuring all contract terms and pricing is accurate.
• Serves as a liaison with contract providers to ensure participation is consistent with program, legal, and fiscal requirements.
• Responds to telephone and email inquiries from individuals with questions about purchasing regulations.
• May perform other duties as assigned.

Education and / or Experience

Other Qualifications, Certificates, Licenses, Registrations