City of Philadelphia · 19 hours ago
Contract Specialist
Philadelphia, PA
Full-time, Contract
Onsite
Entry, Mid Level
$60K/yr - $75K/yr
2+ years expThe City of Philadelphia's Office of Innovation & Technology (OIT) is seeking a Contract Specialist to manage information technology related administrative contract management work. The role involves coordinating and monitoring contract activities, establishing relationships with various departments, and ensuring timely contract execution and compliance.
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Responsibilities
Coordinate and monitor all activities that pertain to the processing of Professional Services and Procurement Contracts, Miscellaneous Purchase Orders (MPO), Blanket Purchase Order (BPO), Citywide and Cooperative Contracts for assigned OIT divisions
Establish collaborative working relationships with departmental IT Directors, Project Managers, vendors, other departments and appropriate contacts in the interest of resolving issues and disputes
Manage the overall process of contract execution which includes reviewing vendor proposals and Statement of Work (SOW) for contractual requirements, monitoring minority participation commitments, encumbering funds and effectually guiding contract to conformance
Plan and execute new contracts and amendments in a timely manner
Explain contract policies and procedures and any additional requirements that must be met by contract parties before contract can take effect
Assist, advise and support internal clients on interpretation of contractual documents
Proactively communicate and coordinate with IT Directors and project managers to ensure that required contract documents are submitted in a timely manner to enable on-time contract conformance
Confirm funding on contracts and amendment with appropriate OIT Finance staff to verify outlined proposal costs correspond with budget
Utilize the Automatic Computer Information System (ACIS) and electronic document software (currently DocuSign) to initiate and administer all Professional Services related contracts
Ensure pertinent supporting contract documents are uploaded into ACIS
Ensure fully-executed Service Orders are uploaded with their associated contracts in ACIS
Track progress of contracts and prepare monthly contract reports to minimize delays
Identify the cause of delay within the contract workflow and actively seek to rectify the issue
Review Request for Proposals (RFP) for completeness and accuracy as it pertains to the appropriate RFP template and manage them through the approval process prior to posting in ACIS
Assist Department Access Users with creating Requisition and Bid documents in the Procurement PHL Contracts System
Work with the Procurement Department to update or extend existing contracts and BPOs
Assist the department in meeting the annual departmental goal for Office of Economic Opportunity (OEO) women and minority participation by reviewing contracted vendors’ proposals to ensure they are compliant with the commitments made at time of award
Confer with OEO in referring and identifying minority-owned vendors who can supply required services for the department
Serve as the Department's alternate OEO Officer
Perform any other duties or responsibilities relating to contract management
Perform special projects for Deputy CIO, Chief Financial Officer, as needed
Qualification
Required
Completion of a bachelor's degree program at an accredited college or university with major course work in accounting, finance, economics, or related field
2 - 4 years' experience, preferably with the City of Philadelphia
Familiarity with the Microsoft Office Suite required
Knowledge of contract development, management and administration practices
Knowledge of the City's Procurement practices, principles and payment processing systems
Knowledge of City policies and procedures as they relate to the contract preparation processing contracts
Knowledge of contractual procurement procedures and the methods used by city agencies in the processing of contracts
Legal procedures and terminology as they relate to the processing of contracts
Expertise in software systems, such as ACIS, PHL Contracts, FAMIS and ADPICS
Express ideas effectively, both orally and in writing
Establish and maintain effective working relationships with associates, administrative officials and departmental officials
Exercise judgment and discretion in applying and interpreting policies and procedures consistent with overall policy objectives
Understanding of the City ethics rules, and specifically as they pertain to contract matters
Basic knowledge of IT business terms and needs
Preferred
Master's degree a plus
Benefits
25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities
Comprehensive health coverage for employees and their eligible dependents
Our wellness program offers eligibility into the discounted medical plan
Employees receive paid vacation, sick leave, and holidays
Generous retirement savings options are available
Company
City of Philadelphia
Philadelphia is the largest city in the Commonwealth of Pennsylvania, the fifth-most-populous city in the United States.
10001+ employees
H1B Sponsorship
City of Philadelphia has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (30)
2024 (13)
2023 (5)
2022 (15)
2021 (13)
2020 (8)
Funding
Current Stage
Late StageLeadership Team
A
Alan Burstein
Chief Surveyor
A
Alba Collazo-Irwin
Chief Deputy
Recent News
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