Contract Coordinator

Contract Coordinator
Classification Title: Contract Administrative Coordinator, C27
Location: 8200 Bryan Dairy Rd., Suite 200, Largo 33777
Schedule: 8:30 a.m. - 5:00 p.m.
Pinellas County's Convention and Visitors Bureau (CVB) also known as Visit St. Pete/Clearwater is seeking an experienced Contract Coordinator to assist with coordination and administration of specifications and contract projects. The person in this position plans, coordinates and monitors all phases of contract bidding and specification management; maintains the CVB's existing contracts, and coordinates the development, evaluation, award and administration of new contracts. This position oversees and coordinates the CVB's contract review with other County departments; provides professional contract support and status updates; assists with research and compilation of data for tourism industry studies; assists with the CVB's budget process; and coordinates trade show and special event insurance in consultation with Risk Management. This position reports directly to the CVB's Finance and Administration Division Director.
Our benefits rank among the top in the area!

• Comprehensive medical coverage at a low cost:

2024 Medical Plan Premiums
Choose from two medical plans which offer the same low premiums and include medical care, prescription coverage, behavioral/mental health and vision care.
Coverage
Biweekly Cost
Employee Only
$13.09
Employee and Spouse or Domestic Partner
$151.16
Employee and Child(ren)
$120.60
Family
$247.67

• Benefits package includes health, vision, prescription, dental, life insurance, disability, and Flexible Spending Account (FSA) options
• Florida Retirement System (FRS): Choose the Investment Plan or Pension Plan
• Generous leave time including 9 to 11 paid holidays, 2 floating holidays, 2 personal days (pro-rated), and 15 days of annual leave the first year
• Tuition reimbursement up to $2,800 per year
• Wellness Program including a Wellness Center, gym discounts, and classes.
• Deferred compensation plans from four providers
• To learn more, see What We Offer

Essential Job Functions

• Coordinates the preparation and review of specifications for contracts;
• Plans, monitors, and facilitates the progress of CVB projects through contract review, bid process, and all phases of contract completion, including the development of specifications, evaluations, and administration of contracts;
• Provides follow-up and detail work to ensure an orderly and effective program implementation, including the development of forms, procedures and training;
• Composes Legistar staff reports, prepares the file for contract review and attaches all documents for a complete file;
• Prepares specifications, scopes of work and contract amendments;
• Develops, monitors, and implements contracts and their language through independent and coordinated review with other County departments;
• Coordinates completion of assigned tasks with other departments, outside contractors and consultants;
• Recognizes issues and recommends solutions or courses of action related to contract administration or department operations;
• Assists with development of CVB operating and project budgets including compilation of documents for Tourist Development Council budget workshop;
• Submits Purchasing Requests, responds to Purchasing inquiries and coordinates payment of invoices with Accounting Division;
• Assists with personnel systems and activities for the CVB;
• Represents the CVB in matters related to contract compliance;
• Contributes to tourism industry studies and assists with CVB's accreditation as a Destination Marketing Organization (DMO);
• Obtains insurance required for trade shows and special events; resolves insurance deficiencies with vendors;
• May participate in the negotiation of contracts; and
• Performs related work as assigned or required.

Position Specific Requirements

• Six (6) years of responsible experience in major procurement and contract administration; or
• A Bachelor's degree in business, public administration, or related field and two (2) years of experience as described above; or
• An equivalent combination of education, training, and/or experience.
• Florida Driver's License.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
• Other knowledge, skills, abilities, and credentials required for a specific position.

Highly Desirable

• Experience navigating the County's contract review process.
• Experience drafting contracts, amendments, Legistar staff reports and working with budgets.
• Experience using Adobe Acrobat to insert comments and text.

Knowledge, Skills, and Abilities

• Knowledge of laws, rules, and regulations controlling budgetary, fiscal, and contract procedures of County government;
• Knowledge of the principles and practices of automated information systems, office procedures, and data processing;
• Skill in interfacing effectively with a diverse and dynamic work environment, verbally and in writing with contractors, consultants, employees and other departments;
• Skill in good listening and communications;
• Skill to prepare clear and comprehensive reports, recommendations, and proposals;
• Skill in preparing and monitoring contracts, amendments and financial reports;
• Skill in reading and comprehending specification, laws, and codes as they relate to contract administration;
• Ability to use small office equipment, computers, and computer applications;
• Ability to work under pressure in a highly collaborative and proactive manner;
• Ability to work independently on complex tasks and non-routine matters.

Physical/Mental Demands
This is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly. Additionally, the following physical abilities are required:

• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Visual ability: Sufficient to effectively operate office equipment including copier, computer, etc.; and to read and write reports, correspondence, instructions, etc.
• Hearing ability: Sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear recording on transcription device.
• Speaking ability: Sufficient to communicate effectively with other individuals in person and over a telephone.
• Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Standing: Particularly for sustained periods of time.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

Working Conditions

• Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

This position has supplemental questions. If unable to complete all questions, you may save your answers as a draft during the application process and return at any time prior to the closing date. Please note that the application is complete upon final submission.