5639 - Contract Specialist

Salary: $47,393.00 - $66,350.00 Annually
Location : Tucson, AZ
Job Type: Full Time
Job Number: 2024-00486
Department: Procurement
Division: PO DESIGN&CONST
Opening Date: 03/29/2024
Closing Date: Continuous
FLSA: Exempt
Position Description
OPEN UNTIL FILLED
Salary Grade: 9
Pay Range
Hiring Range: $47,393 - $56,872 Annually
Full Range: $47,393 - $66,350 Annually
Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification.This professional Contract Specialist position is ideal for someone who has excellent communication and analytical skills with the capacity to work with Procurement Officers and County departments in performing procurement and purchasing-related functions. These include but are not limited to, drafting contract amendments, providing vendor assistance, creating bid tabulations, reviewing purchase orders for compliance, establishing and maintaining contract documents, generating reports and analyzing data, maintaining procedures and templates, etc. Must comply with County Procurement code, policy, and procedures, optimize County objectives including fair, ethical, and considerate treatment of others including members of the general public, and the prudent expenditure of public funds.
The Contract Specialist is paired with Procurement Officers to uphold compliance, optimize productivity, maintain contract awards and renewals in a timely matter, and provide excellent customer service. This position in the Design and Construction Division provides an opportunity for the successful candidate to learn and grow within an award-winning Procurement Department.
Duties/Responsibilities
(Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by the supervisor.)
Provides complex administrative services of a specialized nature to a department, division, or program within Pima County;
Negotiates and establishes Intergovernmental Agreements (IGA), contracts and other obligatory agreements and monitors compliance;
Prepares work unit budgets, oversees expenditures, performs cost and statistical analyses and prepares reports and recommendations;
Performs research, prepares written reports and recommendations and informs management of issues, concerns and problems of specialized work unit;
Provides information, status, and recommendations to department directors, division managers and professional staff regarding area of assignment and responds to public inquiries interpreting work unit and county policies and procedures;
Ensures work unit policies, procedures and activities comply with applicable federal/state statutes and regulations and county policy;
Oversees internal services such as accounting, payroll, personnel, management information services and/or purchasing;
Represents work unit at various meetings, conferences, or on committees and provides specialized expertise related to area of assignment;
Develops, maintains and manages databases using automated information systems and compiles/reviews/monitors information for reporting purposes;
May supervise, train and evaluate the performance of staff.
KNOWLEDGE & SKILLS:
Knowledge of:

• principles and practices of business administration including contractual agreements, purchasing, accounting, finance, risk management, employee relations and basic business law;
• laws, regulations, statutes, policies, and procedures (county/state/federal) applicable to work unit;
• principles and practices of project/program management;
• research/analysis methods and reporting;
• applications and management of automated information systems;
• public relations/public speaking/meeting facilitation.

Some positions require knowledge of employee supervision, training and evaluation.
Some positions require knowledge of terminology and principles, practices and procedures specific to the area of assignment.
Skill in:

• planning and coordinating administrative services and project/program activities;
• negotiating, reviewing, evaluating and interpreting contractual agreements and monitoring compliance;
• use of automated information systems;
• reviewing, analyzing and evaluating information, determining solutions to procedural problems and preparing reports;
• interpreting and applying statutes, regulations, policies and procedures;
• communicating effectively;
• public relations and meeting facilitation.

Some positions require skill in supervising, training and evaluating staff.
Minimum Qualifications
(1) A Bachelor's Degree from an accredited college or university with a major in public administration, business administration, management, or a closely related field as defined by the appointing authority and two years of professional experience in public or business administration.
(Relevant professional experience may substitute for the aforementioned education.)
OR:
(2) Three years with Pima County as an Administrative Specialist or closely related professional administrative classification.
Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.
Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

1. Minimum two (2) years procurement experience in a governmental or private environment preferably drafting contracts and/or amendments.
2. Minimum two (2) years experience generating reports and analyzing data.
3. Minimum one (1) year experience in Adobe and Microsoft Office Outlook, Word, and Excel.

Selection Procedure:
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.
Supplemental Information
Licenses and Certificates: Some positions within this classification may require specialized certification relative to assignment at the time of appointment or prior to completion of an initial or promotional probation period. Some positions require a valid Arizona Class D driver license at the time of application or prior to completion of an initial or promotional probation period. Failure to obtain/maintain the required certification/licensures shall be grounds for termination.
Special Notice Items: Some positions within this classification may require satisfactory completion of a personal background investigation, polygraph test and/or drug screening at the time of appointment. The County requires pre-employment background checks. Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history.
Physical/Sensory Requirements: Physical and sensory abilities will be determined by position.
EEO Information: Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.
Pima County provides access to high-quality, affordable healthcare for eligible employees and has an award-winning wellness program. Our plan is designed to ensure a high level of coverage and financial protection. Read more about our benefits program by