Contracts Specialist

GENERAL STATEMENT OF DUTIES

Coordinates the administration and development of a wide variety of county contracts from the request for contract through contract execution process, in accordance with related laws, regulations and policies.

DISTINGUISHING FEATURES OF THE CLASS

An employee in this class serves as Contracts Specialist of the Purchasing Department. The position assists departments in monitoring, developing, preparing well-written, thorough, transactional relevant and structurally effective contract documents including base contract documents and amendments. The position reports to and is performed independently under the policy guidance and review of the Contracts Manager.

Duties And Responsibilities

Essential Duties and tasks include but are not limited to:

• Assists departments in monitoring, developing, preparing well-written, thorough, transactional relevant and structurally effective contract documents including base contract documents and amendments.
• Coordinates with departments and contractors for renewal and extension of contracts.
• Coordinates the process for submission of contracts to the County's Attorney Office to review for sufficiency and legality.
• Routes and monitors contract documents submitted through the automated system for electronic signatures and execution of contracts.
• Assists in researching and preparing the interpretation of contract provisions to include explaining contract processes, penalties, and compliance terms and conditions.
• Assists in training county staff in the utilization of the contract management tracking system to create contract documents in accordance with organization procedures.
• Assists in developing and maintaining updated contract templates, forms, and other related documents to facilitate the contracting process.
• Provides backup assistance to the Contracts Manager and other department staff as needed.
• Performs other duties as assigned.
  
  

Knowledge, Skills, And Abilities

• Knowledge of purchasing and contract law as applied in local government in North Carolina.
• Knowledge of business English and contract writing styles used in government services.
• Knowledge of principles and practices of contract preparation, negotiation, conflict resolution, and public administration.
• Ability to draft complex legal documents and correspondence.
• Ability to independently organize and prioritize numerous tasks.
• Ability to work independently and apply competencies to a variety of situations.
• Ability to establish and maintain effective working relationships with employees at all levels, elected officials, external partners, and the public.
• Ability to use independent judgment and handle confidential topics.
• Ability to communicate effectively both orally and in writing.
  
  

Minimum Qualifications

• A Bachelor’s Degree in Business Administration, Public Administration, Finance or a related field and one year of experience working with contracts or drafting legal documents: OR
• Associate’s degree in Business Administration, Public Administration, Finance or a related field and three years of experience working with contracts or drafting legal documents; OR
• High School Diploma and five years of experience working with contracts or drafting legal documents.
  
  

Physical Demands and Work Conditions

Must be able to physically perform the basic life operational functions of standing, walking, pushing, pulling, lifting, fingering, grasping, talking, and hearing. Must be able to perform light work exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Must possess the visual acuity to prepare data and statistics, operate a computer terminal and audio-visual equipment, and do extensive reading. Some positions in this class require the operation of a motor vehicle to go to various agency sites and locations.

May Require Driving

This position may require driving whether driving a County owned or personal vehicle to conduct County business such as but not limited to attending conferences, meetings, or any other County related functions. Motor vehicle reports may be verified for valid driver’s license and that the driving record is compatible with the County’s driving criteria. If a personal vehicle is operated for County business, proper insurance is maintained as per Guilford County’s vehicle use policy.

Special Note - This generic class description gives an overview of the job class, its essential job functions, and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job description with a physical abilities checklist which can give further details about that one specific position. Those documents should be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal defensible personnel decisions.