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Contract Specialist I
Job Duties:
Our Public Works Business Division is seeking a detail-oriented Contract Specialist to support contract administration, payment processing, and change order review for city projects. This role ensures compliance with contract terms, applicable regulations, and project documentation requirements while coordinating with contractors, consultants, and internal departments.
Duties include but are not limited to:
- Review and verify payment; and invoice, review and prepare Change Orders, Works Orders, Formal Notification and other contract amendments and contracts to ensure compliance with Federal, State, Local laws and Ordinances and administrative directives.
- Review and process payment applications for city projects; and verify payment amounts and compliance to contract documents.
- Review and prepare change orders, formal notifications and other amendments to contracts to ensure compliance with the contract terms for proper processing and payment of invoices.
- Maintain supporting files and database of project expenditures, capital outlays, etc., and coordinate with finance department to encumber and code funds properly.
- Answer inquiries from architects, engineers and contractors relating to project document payments.
- Review requisitions, accident reports, and expenditures ensuring proper completion and accuracy.
Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on the current workloads and department needs.
This position is eligible for a hybrid remote work schedule upon successful completion of training and demonstrated proficiency in the role.
The City offers a generous benefits package which includes health, dental and life insurance, retirement, and savings plans, maternity/paternity and parental leave, and holiday and paid leave.
Official City Job Description:
Working Conditions:
https://workingcondition-summary-prod.s3.amazonaws.com/B.006333.pdf
Minimum Requirements:
MINIMUMS: High school or GED plus three (3) years in fields providing the required knowledge, skills, and abilities, such as bookkeeping/accounting relating to construction contracts and invoices; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.
Additional Requirements:
DMV Transcript: Not Required
CDL: Not Required
DOT History: Not Required
CPS Check: Not Required
Physical: Not Required
Respirator: Not Required
Polygraph Review: Not Required
Psychological Screening: Not Required
Attachments Required:
Preferences:
Experience working in a municipal/state/federal agency for processing of Engineering, Architectural and Construction documents
Experience with preparation of change orders, formal notifications, work orders, and other contract related documents
Experience with review, verification, and processing of payment invoices for compliance with contract documents
Experience with preparation of electronic requisitions for processing of contract related documents and invoices
Experience communicating with engineers, architects, and contractors to resolve contract issues
Experience using VA Public Procurement Act in municipal government
Experience with contract documents (IE design and construction related to both vertical and horizontal projects)
Experience preparing reports and correspondence
Experience with Microsoft related products (Word, Excel, Outlook … etc)
Special Instructions:
- Please complete the application in its entirety and include your resume if required by the posting.
- Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you provide on your application and/or resume; or otherwise demonstrated during the hiring process.
- You will not be able to access the details of this job ad once the closing date has passed. If you would like to retain this information, please take a screen shot or print using your browser's printing capability.
VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.
Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.
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