Sr Contract Specialist; Procurement

Overview

The Sr Contract Specialist, under the direction of the Director of Procurement, is responsible for performing high-level administrative work involving the contracting for supplies, materials, and equipment. This position supports other programs administered through the department. This position ensures compliance with contract management systems, procedures, and policies. Responsible for responding to issues and questions related to contract activity emanating from both internal and external sources.

• Interviews and confers with vendor representatives, staff, and the Director regarding specifications, purchases, price increases, and complaints.
• Assist with the preparation of specifications and the scope of work for solicitations.
• Update contract information in the JD Edwards accounting system to include contract and insurance expiration dates, so as to keep such information current
• Drafts weekly reports on contract issues to include expirations, disputes, resolutions, and any other concerns expressed by internal or external customers.
• Recommends the imposition of sanctions to include termination of the contract and the assessment of liquidated damages to management
• Corresponds with vendors about purchase order issues.
• Ensures contracts are compliant with all rules, regulations, policies, and procedures.
• Develops and/or interprets rules, policies, or procedures regarding contract management or contract administration.
• Recommends the development of new contracts based on end-user requirements.
• Develops contracts by identifying needs, analyzing resources, describing services to be rendered, and negotiating pricing and other contract features/terms.
• Coordinates and facilitates contract management activities.
• Manages contracts using project management tools (i.e., work breakdown structures, GANTT charts, Performance Evaluation and Review Technique (PERT) charts, Critical Path Method (CPM), Microsoft (MS) Project, etc.)
• Coordinates the risk assessment process for contract planning and monitoring.
• Participates in the negotiation of contracts.
• Inspects and/or audits contractors to ensure compliance with contract terms and conditions.
• Monitors contractor performance.
• Mediates and analyzes contract-related protests or disputes.
• Recommends cancellation or termination of contracts.
• Provides guidance to agency staff and the community regarding contract administration policies and procedures.
• Identifies training needs and provides training and technical assistance to clients or public entities regarding the contracting process in order to comply with statutes, rules, and policies.
• Continually refines best practices guidelines for contract management
• Certification as a State of Texas Certified Texas Contract Developer (CTCD) must be obtained within 18 months, and a Texas Contract Manager (CTCM) must be obtained within 24 months.
• Serve as the department's subject matter expert (SME), maintain records related to Cooperative purchasing programs where Opportunity Home is a participant member, and the contracts it is utilizing.
• Assist the Purchasing Card (P-card) Administrator in training, managing, and updating the program’s policies and procedures.
• Serve as auditor of the Procurement Department’s solicitation process and records to ensure compliance with policies, procedures, and due diligence requirements.
• Responsible for issuance of Invitations for Bid, Request for Proposals, and other procurements as assigned, and the management of the process from issuance to contract award.
• Provides daily guidance and oversight to a team of Contract Specialists; manages workload distribution to ensure equitable processing of solicitations and contract renewals.
• Conducts regular performance reviews, establishes Key Performance Indicators (KPIs), and provides constructive feedback to ensure team members meet departmental goals.
• Mentors staff in obtaining and maintaining CTCD and CTCM certifications; identifies individual training needs and facilitates professional development opportunities.
• Reviews and approves the work products of Contract Specialists, including scopes of work, solicitations (IFBs/RFPs), and contract award recommendations to ensure accuracy and professionalism.
• Acts as the first point of escalation for complex vendor disputes, protests, or sanctions recommended by junior staff; provides final departmental recommendations to the Director.
• Analyzes procurement cycle times and contract expiration reports to identify bottlenecks; implements process improvements to streamline the "issuance-to-award" timeline.
• Complete all duties as assigned or requested as outlined in operational and procedural guidelines. These guidelines are maintained and issued in the event of an emergency situation that arises at a property or any other location that serves our residents or employees.
• Participate in Trauma Informed Care (TIC) initiatives to include training, work groups, project assignments, etc., that are launched or…