Contract Coordinator

About the Department

Position Duties

• The following statements are illustrative of the duties and responsibilities of the job. The organization retains the right to modify or change the duties and responsibilities of the job at any time. Essential Functions Ensures the purchasing contracting process is conducted according to policy and applicable federal, state, and local laws, including grant requirements. Prioritizes, plans, organizes, directs, and manages the contracting process, including gathering necessary documentation, preparing contract drafts, tracking contract execution progress, and obtaining required approvals and signatures to ensure a seamless internal contract process. Creates contracts and amendments, maintains contract records, and prepares contract-related correspondence. Participates in the development of work scopes for contracts. Interprets and advises on contractual terms, conditions, and requirements. Attends meetings to discuss contract matters and to communicate contract status and expectations. Participates in contract negotiations with departments. Facilitates dispute resolutions between contractors, vendors, consultants, and staff. Advises and assists departments when issues arise regarding vendor performance and compliance with contract terms. Develops, plans, and provides training on contract administration to departments. Advises and provides support to departments on contract matters. Represents Purchasing on issues related to contracting. Works with departments to determine whether a renewal is due, a new solicitation is necessary, or an Amendment is needed. Reviews and adheres to Purchasing Policies and procedures. Coordinates compliance with the requesting Department/Office and the County Attorney staff. Manages County-wide repository for contracts, including answering user questions. Acts as contract custodian; uploads and maintains all contracts/amendments in the database. Contributes to developing and updating contract templates and departmental forms/documents. Interprets legislation, policies, and rules. Conducts research related to public procurement and contracting and advises on findings. Monitors Code of Federal Regulations and publications from the Office of Management and Budget for updates affecting the County. May be called upon to complete solicitations, Purchase Requests, and Purchase Orders. Performs other duties as appropriate or necessary for performance of the job.
• Ensures the purchasing contracting process is conducted according to policy and applicable federal, state, and local laws, including grant requirements.
• Prioritizes, plans, organizes, directs, and manages the contracting process, including gathering necessary documentation, preparing contract drafts, tracking contract execution progress, and obtaining required approvals and signatures to ensure a seamless internal contract process.
• Creates contracts and amendments, maintains contract records, and prepares contract-related correspondence.
• Participates in the development of work scopes for contracts.
• Interprets and advises on contractual terms, conditions, and requirements.
• Attends meetings to discuss contract matters and to communicate contract status and expectations.
• Participates in contract negotiations with departments.
• Facilitates dispute resolutions between contractors, vendors, consultants, and staff.
• Advises and assists departments when issues arise regarding vendor performance and compliance with contract terms.
• Develops, plans, and provides training on contract administration to departments.
• Advises and provides support to departments on contract matters.
• Represents Purchasing on issues related to contracting.
• Works with departments to determine whether a renewal is due, a new solicitation is necessary, or an Amendment is needed.
• Reviews and adheres to Purchasing Policies and procedures.
• Coordinates compliance with the requesting Department/Office and the County Attorney staff.
• Manages County-wide repository for contracts, including answering user questions.
• Acts as contract custodian; uploads and maintains all contracts/amendments in the database.
• Contributes to developing and updating contract templates and departmental forms/documents.
• Interprets legislation, policies, and rules.
• Conducts research related to public procurement and contracting and advises on findings.
• Monitors Code of Federal Regulations and publications from the Office of
• Management and Budget for updates affecting the County.
• May be called upon to complete solicitations, Purchase Requests, and Purchase Orders.
• Performs other duties as appropriate or necessary for performance of the job.

Minimum Qualifications

• General office practices and procedures. Routine software and business applications including, but not limited to, word processing, spreadsheets, presentation software, databases, and virtual meeting and collaboration software. Communicate clearly and concisely, both verbally and in writing. Read and comprehend department and County rules, regulations, policies and standard operating procedures. Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community. Regular, predictable attendance. Read, comprehend, and interpret Federal, state and local laws, rules, regulations, codes and/or statutes relevant to public procurement and contracting. Use best contracting practices and monitor new developments in contracting practices and processes. Demonstrated attention to detail; refined ability to spot errors and inconsistencies. Negotiation skills. Conduct research and interpret findings. Organize, analyze and compare complex documents and information. Demonstrated organizational and time management skills. Advanced understanding of public procurement requirements and practices.
• General office practices and procedures.
• Routine software and business applications including, but not limited to, word processing, spreadsheets, presentation software, databases, and virtual meeting and collaboration software.
• Communicate clearly and concisely, both verbally and in writing.
• Read and comprehend department and County rules, regulations, policies and standard operating procedures.
• Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
• Regular, predictable attendance.
• Read, comprehend, and interpret Federal, state and local laws, rules, regulations, codes and/or statutes relevant to public procurement and contracting.
• Use best contracting practices and monitor new developments in contracting practices and processes.
• Demonstrated attention to detail; refined ability to spot errors and inconsistencies.
• Negotiation skills.
• Conduct research and interpret findings.
• Organize, analyze and compare complex documents and information.
• Demonstrated organizational and time management skills.
• Advanced understanding of public procurement requirements and practices.

Other Qualifications

• Five (5) of progressive purchasing and contracting experience, three (3) years of which must be in a governmental or project coordination setting . Paralegal/legal experience is preferred. Bachelor's degree from an Accredited College or University with major coursework in purchasing, accounting, public administration, or a related field required. A combination of technical and professional procurement and contracting experience may be substituted on a year-for-year basis. Coursework from NIGP, NAPM ,or ISM may be substituted for major college coursework preferred Physical Requirements Strength - Sedentary Movement - Occasionally Stooping, kneeling, crouching, reaching, handling, and fingering. Auditory - Not Limited Talking and hearing. Vision - Required Near acuity and far acuity. Equipment Office equipment. Computer Use - Constantly
• Five (5) of progressive purchasing and contracting experience, three (3) years of which must be in a governmental or project coordination setting . Paralegal/legal experience is preferred.
• Bachelor's degree from an Accredited College or University with major coursework in purchasing, accounting, public administration, or a related field required. A combination of technical and professional procurement and contracting experience may be substituted on a year-for-year basis. Coursework from NIGP, NAPM ,or ISM may be substituted for major college coursework preferred
• Strength - Sedentary
• Movement - Occasionally Stooping, kneeling, crouching, reaching, handling, and fingering.
• Stooping, kneeling, crouching, reaching, handling, and fingering.
• Auditory - Not Limited Talking and hearing.
• Talking and hearing.
• Vision - Required Near acuity and far acuity.
• Near acuity and far acuity.
• Equipment Office equipment.
• Office equipment.
• Computer Use - Constantly

Benefits

• Adams County provides a comprehensive benefits package to employees that goes above and beyond what is offered at most organizations. Benefits You Expect: AFLAC Supplemental Medical Insurance Basic Term Life & Optional Term Life Insurance Deferred Compensation Plan Dental/Vision/Medical Plans Generous Vacation/Sick leave Long-Term Disability Retirement Plan Short-Term Disability Plus some you might not expect: Employee Assistance Program Employee Fitness Center Employee Health Clinics Flexible Work Schedules Recreation Center Discounts Training & Tuition Reimbursement Programs Wellness programs Lactation friendly certified workplace
• AFLAC Supplemental Medical Insurance
• Basic Term Life & Optional Term Life Insurance
• Deferred Compensation Plan
• Dental/Vision/Medical Plans
• Generous Vacation/Sick leave
• Long-Term Disability
• Retirement Plan
• Short-Term Disability
• Employee Assistance Program
• Employee Fitness Center
• Employee Health Clinics
• Flexible Work Schedules
• Recreation Center Discounts
• Training & Tuition Reimbursement Programs
• Wellness programs
• Lactation friendly certified workplace

Supplemental Questions