Contract Specialist

Contract Administration Specialist

This position is responsible for contract administration relevant to the Physical Development Division and Finance contract administration including preparation, processing, monitoring and reporting on bid documents, bid setup, contracts and agreements. This position works in collaboration with Engineers, Project / Program Managers, Right of Way Specialists and Department Managers to assist in the development of Capital Improvement Program Projects and Capital Equipment Projects in compliance with County, Minnesota Department of Transportation (MnDOT) and other State Governmental entity requirements. Staff in this position typically perform work across the division; however, may also be assigned to provide services to different departments. This position negotiates, prepares, manages, monitors and evaluates contract and grant agreements to meet the needs of the Physical Development Division and Finance. The position will manage contracts and related processes from development to termination and projects as assigned. This position will report to the Physical Development Contract Manager.

Dakota County is Minnesota's third largest county and home to more than 400,000 residents. Our motto is "Be More" and we strive every day to achieve excellent public service, with a focus on four values : Service, Integrity, People, and Innovation. Dakota County aims to create an environment that is welcoming and inclusive of diverse people, backgrounds, and experiences. Our goal is to have a workforce that is reflective of the communities and individuals we serve. We promote an equitable and culturally aware work environment where everyone can be their authentic selves.

Minimum Qualifications

• Bachelor's degree in Business Administration, Finance, Public Administration, or a related field AND one year experience in contract administration; managing contracts, grants, and / or solicitations; monitoring vendor performance and contract compliance; government office services; finance; project management; OR
• An equivalent combination of education and experience to total five or more years. This experience must include at least one year of contract administration.

Duties & Responsibilities

These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions.

1. Develop and negotiate contractual documents in conjunction with Department program and project staff and vendors to ensure compliance with the terms and conditions established by Dakota County. Assist in the negotiation of agreement / contract terms and language with governmental entities, County Attorney's Office, and Project Managers.

2. Compile, review, update, track, process and maintain joint powers agreements including city and state construction agreements, school / business recycling programs, Byllesby Dam, Land agreements, Capital Planning Projects, and Natural Resource Restoration projects.

3. Utilize database systems to collect and analyze data, prepare reports, and present policy options.

4. Review Requests for Board Action and other documents to support contract and grant development and implementation.

5. Interface with County Attorney's Office and Risk Management, and other areas within and outside of the County as required.

6. Achieve cost effective purchases of materials, labor and services in alignment with County policies and procedures.

7. Assist in grant development and management, as well as monitoring State master contracts.

8. Provide direction on solicitations such as Request for Quotes (RFQ), Request for Information (RFI), Request for Proposals (RFPs) and Request for Bids (RFB). Provide advice and assistance to staff on contracts, agreements, processes and procedures based on county policies and countywide contracting best practices. Assist with project advertisements and schedules bid openings if applicable.

9. Provide technical assistance to project / program staff and vendors, programmatic and financial, and facilitate meetings.

10. Represent the agency on assigned tasks, develop relationships with outside agencies, other units of government, schools, and community organizations.

11. Assist with Division's performance management and strategic planning efforts, county-wide contracting process, system coordination and improvement efforts.

12. Coordinate, process, and track change orders, supplemental agreements for signatures and appropriate approvals.

13. Serve as department liaison with other departments and outside agencies regarding contracts, agreements, and bid documents.

14. Administer and manage transportation construction project proposal preparation and bidding in accordance with MnDOT standard specifications for construction and proposal format. ESSENTIAL JOB FUNCTIONS : Duties 1-11 are essential functions.

Knowledge, Skills & Abilities and Work Environment

WORK ENVIRONMENT : Work is primarily sedentary, although there is some walking, travel, and carrying of lightweight items such as briefcases, notebooks, and work papers. The work is typically performed in an adequately lighted and climate-controlled office. Requires occasional travel.

LOCATION & SCHEDULE : This is a hybrid position that offers a mix of telework and in-person work at our Western Service Center in Apple Valley, MN and / or our Administration Center in Hastings, MN. Work is primarily performed Monday through Friday during regular business hours (8 : 00 a.m. to 4 : 30 p.m.)