Contract Specialist I - II - Procurement

Contract Specialist I Or II

The City of Greeley is seeking a Contract Specialist I or II to join the Purchasing team in the Finance Department. The Contract Specialist reports to the Assistant Purchasing Manager and provides a variety of functions related to citywide procurement of goods, services, and construction through different solicitation options for the City of Greeley by providing independent contracting support for department contracts, RFP issuance, competitive Bid processes, and overall contract management functions. The successful incumbent will perform full lifecycle of contracting functions of the procurement process, including developing and supporting processes for hiring architects and engineers from bidding to project close.

Experience, Education, and Skills:

All Levels:

• High school diploma or equivalent.
• A valid, unrestricted Colorado driver's license.

Level I:

• At least one (1) year of general purchasing experience.

Level II:

• In addition to previous requirements, an Associate's degree (two-year degree) or certification program of comparable length (i.e. Purchasing Professional (CCP) Certification).
• Three (3) years of experience in government or private industry finance, business, procurement, or contracting.
• Three (3) years of experience in Governmental procurement.

OR Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job.

Preferred:

Level I:

• At least one (1) year of experience in government or private industry in finance, business, procurement, or contracting.

Level II:

• Bachelor's degree in finance, business, purchasing, or a related field, or a certification program of comparable length (i.e. Purchasing Professional (CCP) Certification).
• Three (3) to five (5) years of governmental procurement experience is preferred.
• Understanding of government procurement requirements and best practices.

Knowledge, Skills, and Abilities:

• Knowledge of the business and organizational structure of Colorado municipalities.
• Knowledge of procurement laws.
• Ability to write reports, business correspondence, and procedure manuals.
• Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal.
• Ability to work within defined policies, principles, and department objectives and limits set by professional standards to achieve work.
• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.), Adobe, Oracle, DocuSign, COGNOS, RMBS, and the willingness to learn and experiment with new software and systems.
• Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others
• Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly.
• Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate, and facilitate meetings, and make decisions.
• Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness.
• Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments.
• Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results.
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed.
• Ability to self-start and take initiative in completing daily tasks and special projects.
• Ability to focus on activities that have the greatest impact on meeting work commitments.
• Ability to make commitments and decisions which are significant to the organization that involve multiple disciplines and have long-term internal and external effects.
• Ability to establish and maintain partnerships with a variety of internal and external constituencies.
• Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages
• Ability to navigate a complex political environment.
• Customer service skills, including the ability to actively listen, address customer needs, defuse tense situations, and maintain an open, flexible, and friendly demeanor.
• Demonstrated organizational, multi-tasking, and detail-oriented skills.
• Ability to develop compelling recommendations for policies and procedures modifications.
• Ability to identify or assist in identifying alternative solutions to issues or situations as they occur.
• Ability to implement a variety of procurement regulations, procedures, and policies of the Purchasing Division in accordance with City ordinances, state statues, federal regulation, and generally accepted public purchasing guidelines.
• Ability to make commitments and decisions which are significant to the organization that involve multiple disciplines.

Essential Functions:

• Discusses upcoming projects with project managers, director or city engineer and plan accordingly.
• Communicates contract policy and practice.
• Analyzes contract requirements, special provision, terms, and conditions to ensure compliance with ordinances.
• Reviews and discusses change orders; analyzes options for change orders.
• Develops and maintains a system for creating, editing, storing, monitoring, administering, and managing all new and renewable contracts.
• Guides, assists, and trains, department personnel in purchasing functions. Responds to questions and/or issues concerning the public, outside agencies, vendors, and other City personnel.
• Conducts bid openings, which requires a professional demeanor. Checks for responsiveness and compliance.
• Oversees pre-bid conferences, which requires knowledge of contract provisions in order to respond to questions from the bidders.
• Oversees and participates in vendor interviews for major projects; conducts meetings with vendors to discuss bid opportunities or to resolve issues with solicitations or standing contracts.
• Prepares documents for Bids, RPFs, and SOQ's including contract routing through DocuSign, ensuring all bonds and contracts are properly signed.
• Works with City Legal staff to ensure all new laws are properly incorporated into the City's purchasing documents.
• Writes and implements a variety of procurement regulations, procedures, and policies of the Purchasing Division in accordance with City ordinances, state statutes, federal regulations, and generally accepted public purchasing guidelines.
• Keeps abreast of changes in legislation affecting purchasing.
• Follows and adapts to changes in legislation affecting purchasing and knowledge of applicable procurement laws.
• Identifies or assists in identifying alternative solutions to issues or situations, especially with complex projects.
• Develops diversified sources for purchasing supplies and equipment
• Stays current with trends, regional and national purchasing groups such as Rocky Mountain Government Purchasing and the National Institute of Governmental Purchasing Association.
• Stays current with all of the cooperative bids such as US Commodities, State Bids, and all other available options.
• Clarifies scope of work, evaluates bids and RFPs, project close outs.
• Administers purchase orders and invoices.
• Evaluates proposals, purchase orders, and appeals.
• Answers questions about purchasing processes, discusses different scenarios for bid situations.
• Problem solving and decision-making: incumbent is expected to solve a variety of problems in situations where there are substantially diversified procedures, specialized standards, and only limited standardization.

Supervisory Responsibilities: N/A

Travel: Standard Local Travel This position requires occasional local travel within the County. Employees may be expected to walk or drive short distances to attend meetings, trainings, or perform work at other city buildings or partner sites.

Work Environment:

• Work is primarily performed in an office environment.
• The City of Greeley has established a formal telework policy that allows eligible positions, in coordination with their Departments' management team, an opportunity to incorporate a component of remote work into their working schedule. This position is eligible for consideration to work remotely within the State of Colorado under the City's telework policy.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee is occasionally required to stand.
• The employee must occasionally lift and/or move up to 10 pounds.
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