Contracts Specialist

Career Opportunity
The City of Las Vegas invites applications for Contracts Specialist. This position independently develops and prepares specifications, drafts and administers contracts, and conducts negotiations, as required for the most complex formal solicitations and agreements, including construction, professional and technical services, materials and equipment contracts. Assists city departments in the development and evaluation of solicitations. Performs a variety of technical tasks related to assigned area of responsibility.

Ideal Candidate

The ideal candidate will possess in depth knowledge of construction and Public Works projects, specifically those governed by Nevada Revised Statues 338, and an interest in the subject matter that keeps them current on contracting best practices.

Distinguishing Characteristics

This is an advanced level class that supports strategic department procurement objectives. Generally, the types of procurements are first generation and highly sensitive. Usually, the procurement requirements are sponsored by the department directors or higher level of city authority. Examples of duties include, but are not limited to: Public Work solicitations such as Construction Manager at Risk (CMAR), Design-Bid-Build and Design-Build, implementation of enterprise information systems, highly political contracts, and economic urban development.

Supervision Received and Exercised

Receives general supervision from the Purchasing and Contracts Manager. Receives technical supervision from Quality Assurance Administrator. May serve as a technical lead over assigned projects, including providing guidance and explanation.

Examination Process:  A civil service examination will be conducted in accordance with the Civil Service Rules of the city of Las Vegas. The supplemental questions are the examination. Falsification of information may result in disqualification from a recruitment or removal from a City position. Additional information will not be accepted after the closing date. The supplemental questions are weighted 100% for placement on an eligible list, and must be worked on individually by the applicant only. The supplemental questions of all qualified applicants will be reviewed for placement on an eligible list.
 
Eligible List: You must score 70% or higher on the examination to be placed on the eligible list.

Selection Process:  Final candidate selection will include list placement and may include hiring interview (if applicable). Any individual offered employment will be required to pass a pre-employment drug test, complete background check, and may be required to demonstrate the ability to perform the physical requirements of the job." Some positions may require preliminary background checks.

Essential Functions:

1. Guides assigned city departments in developing specifications, scopes of work and evaluation criteria; evaluates and analyzes solicitations; and facilitates evaluation teams to determine recommendation for contract award. Performs market research to determine procurement strategy.
2. Coordinates the solicitation process including pre-solicitation conferences, establishing solicitation lists, determining the need to issue addenda, scheduling supplier/contractor interviews, completing reference checks and ensuring the broadest and fairest competition possible. Develops and customizes solicitation documents and reviews for accuracy, content and legality.
3. Advise and assist prospective bidders in all aspects of bidding processes and subsequent actions, including the preparation and submission of required reports, submittals and documentation.
4. Ensures compliance with applicable Nevada Revised Statues, standard industry specifications, city policies and procedures, and other applicable regulations.
5. Researches and prepares documentation and recommendations for bid protests.
6. Develops negotiation strategies and negotiates to maximize cost savings and supplier service levels for the city; performs research on the market, performs price-cost analysis, and ensures payment terms and methods are appropriate; assembles a negotiation team when appropriate, and acts as head negotiator.
7. Drafts contracts; makes modifications as directed by the Attorney's Office, assigned department project managers and other appropriate city staff; coordinates the award of contract.
8. Follows-up with departments to ensure supplier is adhering to contract requirements; serves as liaison to solve contractual problems and disputes and to process contract modifications, if needed. May investigate prevailing wage claims on public works projects.
9. Coordinates with city's insurance broker to determine appropriate insurance coverage for various types of contracts to minimize risk.
10. Monitors and addresses procurement performance in accordance with city policy and procedure.
11. Serves as a technical lead, provides guidance; mentors and assists other purchasing staff as needed.
12. Responds to inquiries in a courteous manner; provides information within the area of assignment; resolves complaints in an efficient and timely manner.
13. Contribute to the efficiency and effectiveness of the Division's service to its customers.
14. Supports the maintenance of variety of automated and manual records and files.

 
Marginal Functions:

1. Stays abreast of market and industry trends in the area of assigned departments.
2. Issues purchase orders.
3. Performs other related duties and responsibilities as required.

Experience:

Four years of increasingly responsible experience in all areas of purchasing and contract administration, preferably in public sector purchasing.
 
Training:

Bachelor's degree from an accredited college or university in business administration or closely related field.

May substitute combination of equivalent education and related experience. The city assesses 1.5 years of fulltime experience as equivalent to one year of education.

License or Certificate:

Certified Public Purchasing Officer, Certified Purchasing Manager, Certified Public Purchasing Buyer or Certified Professional in Supply Management is desirable.

Knowledge of:

Methods and techniques of competitive bidding and negotiation.
Principles and procedures of public purchasing and contract administration.
Materials, specifications and standards.
Prices and current market conditions.
Types of materials, supplies and equipment commonly used in purchasing.
Modern office procedures, methods and computer equipment.
Basic principles and procedures of financial record keeping and reporting.
Pertinent federal, state and local laws, codes and regulations governing municipal purchasing.

Skills in: 

Implementing municipal purchasing principles and practices.
Interpreting and explaining city purchasing policies.
Developing and interpreting specifications and contracts.
Analyzing and evaluating the relative merits of competitive solicitations and their prices; prepare clear, legal, accurate documents.
Meeting schedules and time lines.
Making oral and written presentations of a technical nature.
Using computer databases and spreadsheets.
Communicating clearly and concisely, both orally and in writing.
Working independently.
Establishing and maintaining effective working relationships with those contacted in the course of work.

Competencies:

Core Workforce Competencies

Professionalism – Demonstrates core values by being honest, respectful and positive.

Effective Communication – Expresses verbal and written thought in a clear and understandable manner.

Customer Focus – Demonstrates genuine concern and satisfies external and/or internal customers based on the CLV core purpose and values.

Adaptability – Able to effectively modify behavior to suit changing workforce demands.

Problem Solving – Solves problems by considering all causes, solutions and outcomes.

Productive Partnerships – Develops, maintains and strengthens partnerships with others.

Technical and Safety Expertise – Possesses a depth of knowledge, skill and ability in a technical (job) area.