Contract Specialist

General Description

POSTING TYPE: Open Competitive
DEPARTMENT: Finance
HOURS: Full-Time
HIRING RANGE: $67,643-$76,099/yr.
SALARY RANGE: $67,643- $105,693/yr. (Grade 108)
LOCATION: Hastings ADC
UNION : None
CLOSE DATE: 4:30pm on 5/15/2024

Responsible for contract administration including preparation, processing, monitoring and evaluating contracts and Joint Power and Grant agreements to meet the needs served by the Departments within the Enterprise, Finance, and Information Services Division, as well as other departments including: Employee Relations, Library, Public Service and Revenue, and Sheriff.

Who We Are
Dakota County is Minnesota’s third largest county and home to more than 400,000 residents. Our motto is “Be More” and we strive every day to achieve excellent public service, with a focus on four values: Service, Integrity, People, and Innovation.

Dakota County aims to create an environment that is welcoming and inclusive of diverse people, backgrounds, and experiences. Our goal is to have a workforce that is reflective of the communities and individuals we serve. We promote an equitable and culturally aware work environment where everyone can be their authentic selves.

Minimum Qualifications

• A Bachelor's degree in related field AND
• One year experience in contract administration, and/or government office services. This experience must include at least one year of contract administration.

• A combination of related education and experience to total 5 years. This experience must include at least one year of contract administration .

Duties & Responsibilities

These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions.

• Work with the department contact to collect necessary information to create draft contracts.
• Coordinate and consult with County Attorney, Risk Management and Administration offices to assure compliance of policies and procedures with all contracts.
• Provide guidance and assistance to department/division staff regarding county contract/procurement policies and practices.
• Work with Department staff, Buyer and Senior Buyer to identify purchases that require a contract or purchase order.
• Coordinate county supplier/vendor account registration process with vendor and account technician.
• Provides consultation and training assistance to staff on bid process, contracts, agreements, solicitation documents processes and procedures. Assists with project advertisements and schedules bid openings if applicable.
• Utilizes the contract management Enterprise Resource Planning System and automated systems to track and monitor contract, grant, and agreement process/flow.
• Review County Board agenda items pertaining to purchases, contracts, and agreements.
• Coordinate workflow approval process in County Enterprise Resource Planning System, BPA/Contract file, Requisition, and Purchase Order.
• Prepares reports necessary to communicate status of contracts.
• Manage contract record retention process and catalog and store contract and all associated documents in electronic document management system.
• Coordinate and assist with County Freedom of Information Act Data Requests.
• Assist with the management of the requests sent to the Purchasing inbox including but not limited to: processing and approval of purchase orders, PO change orders, invoice management, PO and contract budget fund assistance and other associated requests.
• Serves as department liaison with other departments and outside agencies regarding contracts, agreements, and bid documents. Monitors compliance and works with County Attorney's office for general contract policies and procedures.

Knowledge, Skills & Abilities and Work Environment

• Knowledge of federal, state, and county laws, statutes, rules, and policies affecting EFIS services.
• Knowledge of day-to-day operations for the EFIS departments.
• Knowledge of conflict resolution, mediation, facilitation, and negotiation techniques.
• Knowledge of principles, practices, and techniques of resource development and contract management.
• Comprehensive knowledge of computer software and information systems, and ability to learn as modifications of existing systems and/or new systems emerge.
• Ability to effectively oversee and analyze contract financial, and outcome data.
• Ability to organize work efficiently and effectively.
• Ability to maintain complex records and to prepare detailed reports.
• Ability to track events and project data.
• Ability to work independently and manage workload with minimum supervision to resolve issues that arise, and navigate coordination across the Division, County-wide, and with external partners.
• Ability to handle multiple tasks at one time and adapt to frequently changing work demands .
• Ability to effectively work with the public, department, and County associates in a professional manner.

• Comprehensive and affordable medical, dental, vision, and other benefits
• Excellent work-life balance
• Generous paid time off (accrual rate starts at four weeks per year)
• Eleven paid holidays and one floating holiday each year
• Pension with a generous employer contribution
• Ability to work from home some of the time

• You submit an online application that includes supplemental questions
• We assign you a score based on your qualifications
• Top scoring candidates are referred to the hiring manager for interview consideration
• We conduct interviews and reference checks before extending an offer
• We extend an offer and conduct background checks