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Home Careers Job Descriptions Contract Management Specialist
Contract Management Specialist

Contract Management Specialist Job Description

Job Title: Contract Management Specialist
Job Code: R46205
Job Series: Contract Management Specialist
FLSA Status: Exempt
OCC Group: Financial Services (FS)

Signature of the State Court Administrator approval available on file in the Human Resources Division.

General Statement Of Duties:
The Contract Management Specialist guides the definition of objectives for the negotiation and implementation of contract language and contracts; oversees and manages contracts; develops, justifies and explains contract terms to Department staff; monitors contractor compliance with contracts; and resolves issues  between contractors, vendors and end users involving contracts. Coordinates with purchasing staff on contract language to conduct bids or requests for proposals.
Distinguishing Factors:
The Contract Management Specialist is distinguished from other classifications by the focus on work related to contracts as a part of the Financial Services Division.
Essential Functions Of the Position:
Processes contracts between Department and external stakeholders.
Develops contracts for goods and services based on provided information from stakeholders and established language standards.
Secures language approval by key stakeholders, including Procurement, Legal, Accounting and requesting end users by collaborating and negotiating terms with vendors, users, and professional groups.  Assists staff to develop statements of work and/or specifications. 
Reviews contract drafts for accurate information and compliance with laws, policies and procedures, and alignment with best practices. 
Works with stakeholders to make necessary revisions to contracts.
Coordinates and oversees all Department contracts through the electronic contract and financial management program. 
Identifies issues with contracting processes and technology systems and suggests improvements.
Manages contracting processes from initial negotiation through final review.
Develops and revises strategies to administer and monitor contractor compliance with contract terms and conditions.  Collaborates with staff across the Department and external stakeholders to support business needs with executed contracts.
Develops contracts for discretionary, sole source and emergency procurements as well as competitively bid solicitations.
Provides interpretations or contract language to co-workers, managers, other staff and contractors as necessary.
Maintains expertise in contract and procurement related laws, rules, regulations, policies and procedures.
Makes recommendations for contract standardization, industry trends and process improvements.
Attends meetings and training as required.
Performs other duties as assigned.
Supervisor Responsibilities:
No formal supervisory responsibility.  Responsibility for one's own work product and work within a unit performing similar functions.  Occasionally provides lead function, advice, or explains work instructions to other employees or volunteers.
Minimum Education:
Graduation from an accredited college or university with a bachelor’s degree and two years of office or administrative work, preferably working with contracts.
Physical Demands:
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and reach with hands and arms and perform repetitive motions with wrists, hands, and fingers. The employee must occasionally lift and/or move up to 25 pounds.
Work Environment:
This position is subject to many interruptions and may be required to handle multiple calls and inquiries at once. The noise level in the work environment is usually quiet.
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