Contract Specialist

Salary : $49,691.20 - $92,206.40 Annually Location : Lynchburg, VA Job Type: Full-time Job Number: 03294 Department: Finance Opening Date: 10/16/2024 Closing Date: Continuous Description The City of Lynchburg is an Equal Opportunity Employer The Finance Department is seeking a Contract Specialist to perform procurement activities including all aspects of the Invitation for Bid and Request for Proposals process for the City and Lynchburg City Schools. This position will complete solicitations for the acquisition of goods, services, and construction and is responsible for ensuring compliance with the Virginia Public Procurement Act, established procedures and best business practices to assist departments and City administration in meeting its goals and objectives. Essential Duties ESSENTIAL DUTIES AND RESPONSIBILITIES Other duties to provide direct or indirect service to the citizens may be assigned. •Issue Invitation for Bids and Requests for Proposals for the acquisition of goods, non-professional and professional services and construction. •Review and prioritize requisitions and proposed specifications. •Research existing needs in order to match current market availability. •Prepare solicitations and assist City departments with preparation of specifications. •Lead solicitation process from planning to award. •Provide recommendations regarding the award of contracts. •Monitor vendor compliance with all terms and conditions of all contracts and purchase orders. •Provide necessary documentation to City staff, officials, and offerors. •Coordinate procurement procedures among departments. •Compile department requests for similar products and services. •Serve as a liaison between Procurement and other City departments. •Recommend contracts for and monitor the disposal of surplus equipment, materials, and supplies. •Resolve complaints from City staff, businesses, and citizens. •Interview and research potential and new vendors. •Provide input for the maintenance of vendor files. •Maintain knowledge base of current developments and best practices in procurement. •Review new marketplace products and services. •Participate in planning and improving Procurement operations. •Perform work in order to determine source of products, goods, services, and potential new contractors. •Collaborate with the Information Technology Department in testing applicable procurement software. •Maintain and update the City's web site to include posting of solicitation documents, any addenda, and Notice of Awards. •Perform related duties as required. ADDITIONAL JOB FUNCTIONS •Other duties to provide direct or indirect service to the citizens may be assigned. •When unusual situations occur and/or the City Manager declares a State of Emergency, all employees may be required to accept special assignments and perform as needed to ensure appropriate service delivery •May periodically assist management in design of general purchasing policies and procedures and developmental training initiatives or participate in various citywide group or team initiatives. SUPERVISORY DUTIES There are no supervisory duties for this position. Minimum Education and Experience Required QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION AND/OR EXPERIENCE Bachelor's degree and the ability to pass the CPPB exam within 36 months of employment required. Two years in a position with duties closely related to those of a Contract Specialist preferred. Possession of current procurement certification issued by UPPCC, and minimum of two years of experience in a professional procurement position, or experience equivalent to five years in a position with duties closely related to those of a contract specialist may be considered in lieu of a degree. Additional Requirements Possession of a valid driver's license issued by the Commonwealth of Virginia and an acceptable driving record based on Relevant background checks, including criminal background, must be completed and approved. Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position. The City offers an array of benefits combined with direct salary/wages in order to establish a total compensation package that supports the City's goals of attracting, rewarding, and retaining employees who are both representatives of the community and are also able to deliver exceptional services. Employees in full-time positions are eligible for the following benefits: Medical, dental, and vision coverage Retirement through the Virginia Retirement System (VRS); the City's contribution is based on a rate determined bi-annually by the VRS Board and employees pay 5% of base pay (pre-tax) towards their VRS benefit Life insurance at no cost to the employee Optional benefits such as 457 deferred compensation, Roth IRA, flexible spending accounts, etc. Eligibility for parental leave and tuition assistance Paid Time Off Employees in hourly and part-time positions may be eligible for benefits depending on the position Employees of the City of Lynchburg may also be eligible for the Public Service Loan Forgiveness Program for federal student loans Additional information about City benefits can be found on our and in the 01 Are you familiar with Microsoft Word and Excel? If yes, describe how you have used these programs. 02 Do you have experience in the procurement field? If yes, describe your experience. 03 Are you familiar with eVA? If yes, describe your experience using it. 04 Are you familiar with Cooperative Procurement? If yes describe your experience using it. 05 This position will require the incumbent to work under specific deadlines and time constraints. Give a specific example of when you were handling multiple projects (each with "high priority" status) and how you coped with the pressure. How were you able to determine priorities when scheduling your time? 06 Describe the components that need to be considered in a bid for janitorial services. 07 The user department is very upset because they sent their requisition in plenty of time and now the item has not arrived as scheduled. How do you handle the customer and how do you resolve the problem? 08 The requisition is over the single quote limit, yet when you call the department they claim to be too busy to obtain the quotes. The department always has the required documentation, so please explain how you will handle this. 09 What are some common sources that you have used to search for a vendor? 10 What sources would you use to research a solicitation on a commodity or service that you are not familiar with? 11 Why do you think you are the best candidate for this position? 12 This position requires a valid driver's license and acceptable driving record history. I certify that I have read the DMV Record Release Notice, and give the City of Lynchburg permission to obtain my Virginia Driving Record. Yes No I do not currently possess a Virginia Driver's License 13 If you answered in the above question that you currently possess a Virginia Driver's License, please provide your License Number. 14 (Current Out-of-State applicants and applicants who have had an Out-of-State Drivers License at any time in the last 3 years): I agree to provide, WITHIN 2 WEEKS OF MY APPLICATION, a copy of my driving record from that state where I am currently licensed or have been licensed within the past 3 years. I will contact Human Resources within 2 weeks if I am unable to obtain my out of state driving record in that time. I understand that my application may not be considered for this position until I submit my out of state driving record.You can email this information to , or fax to or mail this information to Human Resources, 900 Church Street, Lynchburg VA 24504. Include the name of the position for which you are applying. If you have a driving record less than 30 days old you can upload as an attachment to your application. Agree to provide record within 2 weeks of application date Do not agree (I understand I will no longer be considered for this position if I disagree.) Not applicable (I have not had an Out-of-State Driver's License during the past 3 years. Required Question

Created: 2024-11-05