This job has closed.

Pasadena City College · 6 hours ago

Contract Specialist

Pasadena, CA

Full-time, Contract

Onsite

Mid Level

$79K/yr - $87K/yr

3+ years exp

Pasadena City College is a community college located in Pasadena, CA, seeking a Contract Specialist to oversee the District's contractual acquisition process. The role involves planning, developing, coordinating, and finalizing bids and contracts while ensuring compliance with applicable regulations and policies.

Higher Education

Culture & Values

No H1B

Responsibilities

Serves as the point of contact for bidding and contractual matters, and advises on pertinent codes, policies, regulations, policies and procedures

Plans, coordinates, develops, conducts, and acquires approvals

Closes out bids, requests for proposals (RFPs) and contractual transactions

Acquires, validates and returns bonds

Validates Contractor's State License Board (CSLB) Licenses, DIR's registration, insurance certificates

Documents the acquisition cycle of formal/informal bids, RFPs, invitations for bids, and Public Works projects

Maintains and updates bid and RFP templates, forms and certifications to reflect code changes and regulations

Ensures use of appropriate legal contract forms(s), clauses, and approvals to minimize District's risk and exposure to liabilities

Receives and validates contracts files and documents

Serves as departmental contact for the development, review, and preparation of construction related bids, requests for qualifications, requests for proposals, requests for information, prequalification, invitations for bids, sole source justifications, contracts, and associated documentation for Facilities, construction and professional services projects

Serves as the departmental contact for professional services agreements, affiliation agreements, requests for qualification, requests for proposal, sole source justifications, contracts and associated documentation, and the conduct of these processes as assigned

Responds and files to governmental and regulatory agencies

Files and maintains electronic and hard copy documentation, correspondence, contractual changes, change requests and Board approvals

Determines and selects the appropriate type of contract requirements and procurement methodology, consistent with Board policy and related codes

Assist in developing, implementing and training District staff in the procurement and contracting processes and functions

Monitors compliance of District staff with established policies and procedures and provides appropriate guidance and assistance

Ensures contract execution, close-out, extension, termination or renewal

Prepares and submits Board Agenda items as they related to assigned areas of responsibility

Prepares and distributes correspondence, reports, charts, agendas, and materials containing confidential and/or sensitive information

Administers and ensures contracts compliance

Prepares contractual agreements for execution by the contractor and the District's representative

Ensures projects funding and completes encumbrances

Stay current on relevant laws, regulations and issues pertaining to public bidding and contracting

Investigates and resolves problems relating to price, quantity, quality or warranty, contractual performance deficiencies, and other discrepancies or variances for accounts payable

Assist with in resolving financial system's discrepancies

Works with Executive and Senior Management as well as line staff and other personnel in securing their procurement and contract's needs

Researches and determines areas of cooperative purchasing, and incorporates them to assess District needs, including California Multiple Awards Schedule (CMAS) and County bids, piggy-backing on other bids

Generates and provides monthly reports on planned bids, bids in process, contracts status including but not limited to; completion date, expiration, renewals, extension; amendments, funding, requestors, renewal deadlines and other relevant criteria

Provides guidance to lower level staff in select procurement

Qualification

Contract ManagementLegal ComplianceProcurement ProcessesNegotiation SkillsContract LawData ProcessingCommunication SkillsAttention to DetailInterpersonal SkillsProblem SolvingOrganizational SkillsTime ManagementConflict ResolutionWritten Communication

Required

A Bachelor's degree in Business Administration or closely related field

Three years of increasingly responsible experience in material management, or purchasing, or contract administration, preferably in a community college district

Experience in a private industry or public agency involving direct experience with purchasing, contract administration; warehousing and delivery activities is acceptable

Additional experience in contract administration and purchasing may be substituted for the required degree on a year for year basis

Knowledge of Federal and State Codes relating to public construction projects

Knowledge of contracting, and the acquisition supplies, equipment, leases and services

Knowledge of methods and techniques of purchasing supplies, equipment, materials and services, contract types, sources of supplies, equipment, materials and services used in a community college district

Knowledge of principles and elements of contract law, Uniform Commercial Code, after-sales servicing and warranties

Knowledge of principles, methods and techniques of computerized data processing, computer applications, including hardware and software

Knowledge of oral and written communication

Knowledge of correct English usage, grammar, spelling punctuation, and vocabulary

Knowledge of District organizational structure, operations, programs, policies, procedures, philosophy, mission, goals, and objectives

Knowledge of interpersonal skills, use of tact, patience, and courtesy

Knowledge of problem solving and conflict resolution in an academic environment

Knowledge of modern office practices, procedures, equipment, and software applications

Ability to answer correspondence independently and to apply laws, rules, regulations, and policies affecting community college district purchasing and contracting aspects

Ability to explain and interpret laws, rules, regulations, and policies to District personnel, prospective bidders, and representatives of other agencies

Ability to analyze contracts, resolve contractual problems and disputes

Ability to prepare clear and concise reports, prepare legal forms, and documents

Ability to lead the work of others

Ability to communicate effectively both orally and in writing

Ability to interpret, apply, and explain rules, regulations, policies, and procedures

Ability to analyze situations accurately and adopt an effective course of action

Ability to ensure compliance with local, state and federal guidelines, policies, rules, and regulations

Ability to establish and maintain effective working relationships with others

Ability to demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, faculty, staff, and community