Contract Specialist
National Grants Management Association, Gainesville, FL, United States
Contract Specialist
City of Gainesville, Gainesville, FL
Full‑time. Salary: $60,403.20 – $79,013.18 annually.
Job Description This is highly responsible and professional work involving the development, management, and oversight of major contracts and interlocal agreements throughout the City of Gainesville.
Examples of Work This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower‑level duties may be required.
Essential Job Functions
Develop and maintain a master list of all contracts, agreements, and leases together with a schedule of their expiration and notice requirement dates.
Ensure that all aspects of a contract are completed on time and as promised – coordinate approvals and negotiations with appropriate management and staff.
Serve as the primary contact for departments and vendors – manage, oversee, and build relationships with departmental and vendor stakeholders.
Manage and administer existing contracts by determining compliance through performance monitoring.
Negotiate and develop amendments and revisions to contract scopes and specifications.
Resolve non‑compliance issues by investigating and resolving contract‑related discrepancies, complaints, and disputes; cancel or terminate contracts and negotiate settlement agreements; resolve appeals and claims.
Provide advice on all facets of contract development, administration, and management.
Provide contract information in response to inquiries from the City Commission, management, vendors and other stakeholders.
Analyze bids and proposals to ensure that specifications of binding agreements comply with City policy and are legal.
Review contracts, agreements, and leases, together with their associated terms and conditions, to assure clarity and protection of the City’s interests prior to legal review.
Assist departments with developing new contracts, agreements, and leases, and coordinate their review with the City Attorney, Risk Management, Procurement and Accounting offices.
Analyze the City’s ability to piggyback on certain governmental contracts from other agencies.
Monitor contract and agreement reviews and approvals throughout the workflow process to ensure timely completion and execution.
Notify departments in advance of contract/agreement/lease termination dates and work with City staff to prepare renewals or send termination notices as applicable.
Notify Accounting and Grants of new contracts and leases that will provide revenue and provide applicable payment schedules, as well as assist accounting staff with quarterly reviews of active contracts, agreements and leases.
Ensure compliance with contract provisions for all state and federal funding source agreements by customizing contracts or bids to include such provisions and working with departments to train teams on contract process protocols, ensuring understanding and compliance.
Identify when, where and what communication or training is needed and develop and deliver it to employees and/or management.
Assume direct partnership with the department’s leadership team.
Recommend changes and/or improvements to administrative policies, methods, and procedures.
Provide a leadership role with respect to all matters concerning City contracts and processes.
Provide research, guidance, and analysis for various special reports.
Attend work on a continuous and regular basis.
Non‑essential Job Functions Performs other related duties as assigned.
Qualifications Education and Experience
Bachelor’s degree from an accredited institution with coursework in public or business administration, accounting, finance, economics, or a closely related field, and three (3) years of contract administration experience; or an equivalent combination of education and work experience demonstrating the ability to perform the essential functions.
Paralegal Experience
Preferred, though not required.
Certifications and Licenses
Certified Professional Contract Manager (CPCM) certification preferred. No other licenses required.
Knowledge, Skills, and Abilities
Thorough knowledge of the basic principles, practices, and techniques of contract writing and administration.
Thorough knowledge of management principles.
Thorough knowledge of municipal departmental organizations and functions and their interrelationships within the City’s overall organization, as well as with other levels of government.
Knowledge of the forms, terminology, and procedures used in monitoring and administering contracts.
Knowledge of the general principles and practices of public administration.
Ability to secure proper documentation and logically assemble, organize, and present data in written and oral form.
Ability to perform work using computers and relevant software, including major ERP system reporting tools.
Ability to communicate effectively, both orally and in writing.
Ability to prepare comprehensive reports and recommendations.
Ability to work effectively with elected officials, charter officers, department heads, representatives of other agencies, other City employees, and the general public.
Physical and Environmental Requirements Physical Requirements
The employee is often required to sit for prolonged periods of time.
Work Environment
May be required to work and attend meetings outside regular business hours.
Note May require assessment(s). May fill multiple positions. May establish an eligibility list.
Benefits
Health insurance
Life insurance
Paid leave
11 paid holidays per year
Pension plan
Deferred compensation plan
On‑site fitness center
Tuition reimbursement
On‑site medical staff and wellness program
Equal Opportunity The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women, and individuals with disabilities are encouraged to apply. Individuals with a disability who require special accommodations during the selection process should notify the Human Resources Department at 352‑334‑5077 or TDD/TTY at 352‑334‑2292.
Veterans’ Preference Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. Preference does not guarantee selection. Section 295.07, Florida Statutes (F.S.) specifies who is eligible. State of Florida residency is not required for Veterans’ Preference.
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Full‑time. Salary: $60,403.20 – $79,013.18 annually.
Job Description This is highly responsible and professional work involving the development, management, and oversight of major contracts and interlocal agreements throughout the City of Gainesville.
Examples of Work This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower‑level duties may be required.
Essential Job Functions
Develop and maintain a master list of all contracts, agreements, and leases together with a schedule of their expiration and notice requirement dates.
Ensure that all aspects of a contract are completed on time and as promised – coordinate approvals and negotiations with appropriate management and staff.
Serve as the primary contact for departments and vendors – manage, oversee, and build relationships with departmental and vendor stakeholders.
Manage and administer existing contracts by determining compliance through performance monitoring.
Negotiate and develop amendments and revisions to contract scopes and specifications.
Resolve non‑compliance issues by investigating and resolving contract‑related discrepancies, complaints, and disputes; cancel or terminate contracts and negotiate settlement agreements; resolve appeals and claims.
Provide advice on all facets of contract development, administration, and management.
Provide contract information in response to inquiries from the City Commission, management, vendors and other stakeholders.
Analyze bids and proposals to ensure that specifications of binding agreements comply with City policy and are legal.
Review contracts, agreements, and leases, together with their associated terms and conditions, to assure clarity and protection of the City’s interests prior to legal review.
Assist departments with developing new contracts, agreements, and leases, and coordinate their review with the City Attorney, Risk Management, Procurement and Accounting offices.
Analyze the City’s ability to piggyback on certain governmental contracts from other agencies.
Monitor contract and agreement reviews and approvals throughout the workflow process to ensure timely completion and execution.
Notify departments in advance of contract/agreement/lease termination dates and work with City staff to prepare renewals or send termination notices as applicable.
Notify Accounting and Grants of new contracts and leases that will provide revenue and provide applicable payment schedules, as well as assist accounting staff with quarterly reviews of active contracts, agreements and leases.
Ensure compliance with contract provisions for all state and federal funding source agreements by customizing contracts or bids to include such provisions and working with departments to train teams on contract process protocols, ensuring understanding and compliance.
Identify when, where and what communication or training is needed and develop and deliver it to employees and/or management.
Assume direct partnership with the department’s leadership team.
Recommend changes and/or improvements to administrative policies, methods, and procedures.
Provide a leadership role with respect to all matters concerning City contracts and processes.
Provide research, guidance, and analysis for various special reports.
Attend work on a continuous and regular basis.
Non‑essential Job Functions Performs other related duties as assigned.
Qualifications Education and Experience
Bachelor’s degree from an accredited institution with coursework in public or business administration, accounting, finance, economics, or a closely related field, and three (3) years of contract administration experience; or an equivalent combination of education and work experience demonstrating the ability to perform the essential functions.
Paralegal Experience
Preferred, though not required.
Certifications and Licenses
Certified Professional Contract Manager (CPCM) certification preferred. No other licenses required.
Knowledge, Skills, and Abilities
Thorough knowledge of the basic principles, practices, and techniques of contract writing and administration.
Thorough knowledge of management principles.
Thorough knowledge of municipal departmental organizations and functions and their interrelationships within the City’s overall organization, as well as with other levels of government.
Knowledge of the forms, terminology, and procedures used in monitoring and administering contracts.
Knowledge of the general principles and practices of public administration.
Ability to secure proper documentation and logically assemble, organize, and present data in written and oral form.
Ability to perform work using computers and relevant software, including major ERP system reporting tools.
Ability to communicate effectively, both orally and in writing.
Ability to prepare comprehensive reports and recommendations.
Ability to work effectively with elected officials, charter officers, department heads, representatives of other agencies, other City employees, and the general public.
Physical and Environmental Requirements Physical Requirements
The employee is often required to sit for prolonged periods of time.
Work Environment
May be required to work and attend meetings outside regular business hours.
Note May require assessment(s). May fill multiple positions. May establish an eligibility list.
Benefits
Health insurance
Life insurance
Paid leave
11 paid holidays per year
Pension plan
Deferred compensation plan
On‑site fitness center
Tuition reimbursement
On‑site medical staff and wellness program
Equal Opportunity The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women, and individuals with disabilities are encouraged to apply. Individuals with a disability who require special accommodations during the selection process should notify the Human Resources Department at 352‑334‑5077 or TDD/TTY at 352‑334‑2292.
Veterans’ Preference Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. Preference does not guarantee selection. Section 295.07, Florida Statutes (F.S.) specifies who is eligible. State of Florida residency is not required for Veterans’ Preference.
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