District Contract Specialist

Job description

Coast Community College District


District Contract Specialist

Job# D-007-20

Salary: $62,201.00 - $83,860.00 Annually

Deadline: 10/22/2019


Full job description and OFFICIAL application available ONLY at: https://www.governmentjobs.com/careers/cccd/jobs/2592105/district-contract-specialist?sort=PostingDate%7CDescending&pagetype=jobOpportunitiesJobs



The Contracts Specialist facilitates contract processing, including contract development, preparation, implementation, and close out of contract terms; supports the District and its colleges with strategy, preparation, and approvals for standard and non-standard contracts.  Coordinates the internal processes to address terms and conditions, contract/project scope, payment terms, service length, and other aspects related to contracts. Works collaboratively with legal counsel to ensure contracts meet the District's Board Policy and Administrative Procedures as well as Federal, state and local laws and regulations governing public sector contract administration.

Distinguishing Career Features

Under the general direction of the Director of Risk Services, the Contracts Specialist is responsible for working collaboratively across all departments of the District and its colleges.  This single incumbent class is responsible for providing liaison with legal counsel on all contract matters, through proper contract processing and documentation.  Duties are carried out with considerable independence within the framework of established policies, procedures and guidelines.

Essential Duties and Responsibilities

Organizes, examines, analyzes, revises, and assists with monitoring the formulation and processing of standard and non-standard contracts/agreements.  Assures legal counsel recommendations are included in contracts and routes finalized documents to the originating college or district department.

Assists District and college administration and management with contract discussions related to contract terms, conditions and processing.

Conducts due diligence in reviewing and coordinating contract documents per District Board Policy and Administrative Procedures.

Organizes and maintains detailed records for all contract documents in the District's database system. Maintains an up-to-date log of all closed, current, and pending contracts for reference in accordance with local, state, and federal regulations.

Researches matters related to contract terms and prepares a recommended course of action for the District and/or college site to finalize such terms.

Provides administrative support during contract processing and reviews contract documents to ensure they meet established criteria and that all supporting documents meet the established criteria for the scope of work/project or other third-party contract provisions.

Reviews and ensures performance requirements and project measurements are well established within the contract terms and in adherence to District policy and procedure.

Provides quality control by identifying problem areas within contracts and facilitates resolutions according to established guidelines and legal review.

Requests Certificates of Insurance as required by standard and non-standard contracts. Reviews insurance provisions on the Certificates of Insurance to assure the terms of the contract are met.  Ensures Certificates of Insurance are provided on behalf of the District, as required by the approved contract.

Responds to inquiries related to contract administration and processing on behalf of the District and Risk Services. Provides assistance and administrative support to staff, management, and administration in determining the correct contract type for services and third-party contracts.

Works collaboratively with the purchasing department regarding contracts as needed.

Reviews Board Agenda and Minutes to confirm appropriate approval of contracts.

Develops and prepares reports related to contracts, including contract status, performance measurements, trends, and evaluation standards.

Provides recommendations to continuously improve policies, methods, procedures, and/or contracts to better serve the needs of the District and its colleges.

Performs other related duties as assigned that support the objectives of the position


Qualifications and Physical Demands



Knowledge and Skills

The position requires professional knowledge of the principles, practices and methods used in public agency contracting and contract administration. Knowledge of contract law and legal terminology relating to the development of services to be rendered by vendors, contractors, and the terms and conditions of other third-party contracts.  Knowledge of Federal, state and local laws and regulations governing public sector administration of contracts. Knowledge of the principles, practices and techniques of drafting and processing complex contracts for services and other third party contracts.  Knowledge of effective negotiation, organization, and sound business communication.  Knowledge of contract terms and performance measurements and evaluation.



Requires proficiency with computer skills including, but not limited to, word processing, spreadsheets, email, and databases. Requires well-developed oral and written language skills to support the assigned duties.  Ability to prepare and process standard and non-standard contracts/agreements, reports, and professional correspondence. Ability to evaluate contract language and documents and make sound recommendations for improvement. Requires well-developed human relations skills to deliver staff training, presentations, and convey technical information to a variety of audiences. Requires in-depth knowledge of the dynamics of a culturally and economically diverse community.  Ability to plan, organize and effectively use time management techniques to facilitate contract administration for multiple sites, divisions, and departments. Ability to review, understand, and as necessary rephrase/edit complicated legal language. Ability to be self-motivated, flexible, and able to meet deadlines under a high-volume workload in a fast-paced, constantly changing environment with minimal supervision. Ability to prepare, manage, and report on the status of contracts and ensure contract compliance in accordance with the District's Board Policy and Procedure.  Ability to learn, interpret, and apply the California Education Code, Government Code, and other Federal and state regulations as related to the responsibilities of the position.  Ability to serve as liaison and work closely with all relevant segments of the community, district and college staff, and administration. Ability to exhibit tact, courtesy, and patience in all working relationships.  Ability to communicate effectively, both orally and in writing, while giving presentations, instructions, and explanations to individuals, and small or large groups.  Requires an understanding of, sensitivity to, and commitment to meeting the needs of the individuals from diverse academic, socioeconomic, cultural, disability and ethnic backgrounds.

Education and Experience

This position requires an Associate's degree and four years of experience in contract management and paralegal work.


Desirable Qualifications

Bachelor's Degree in a related field.

Paralegal certification.


Licenses and Certificates

May require a valid driver license.






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Job No: D-007-20
Posted: 10/10/2019
Application Due: 10/22/2019
Work Type:
Salary: $62,201.00 - $83,860.00 Annually