Definition

Summary
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

1. 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.
2. Assists District and college administration and management with contract discussions related to contract terms, conditions and processing.
3. Conducts due diligence in reviewing and coordinating contract documents per District Board Policy and Administrative Procedures.
4. 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.
5. Researches matters related to contract terms and prepares a recommended course of action for the District and/or college site to finalize such terms.
6. 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.
7. Reviews and ensures performance requirements and project measurements are well established within the contract terms and in adherence to District policy and procedure.
8. Provides quality control by identifying problem areas within contracts and facilitates resolutions according to established guidelines and legal review.
9. 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.
10. 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.
11. Works collaboratively with the purchasing department regarding contracts as needed.
12. Reviews Board Agenda and Minutes to confirm appropriate approval of contracts.
13. Develops and prepares reports related to contracts, including contract status, performance measurements, trends, and evaluation standards.
14. 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 positionQualifications and Physical Demands

Qualifications

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.

Abilities
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.

Physical Abilities
The position requires the ability to sit at a desk for extended periods of time and move about to multiple locations to accomplish work. Requires manual and finger dexterity to use a personal computer keyboard at speed, pointing device, projection equipment, and other common office equipment. Requires sufficient visual acuity to read, recognize printed materials, and view a computer screen. Requires speech and hearing ability to project voice to small and large audiences, carry on telephone conversations, and hear and grasp verbal communications and equipment prompts.

Working Conditions
Work is performed indoors where minimal safety considerations exist.

Conditions of Employment

This is a regular, full-time, 12-month per year position. (Salary Range EE-119) The normal hours of work will be 8:00 am to 5:00 pm, Monday through Friday.

• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910) The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive.
• Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

PAY PHILOSOPHY: Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees.Additional Information

Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting http://www.cccd.edu/employment. ; Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714.

All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.

Application Requirements:
To be considered for employment you must submit a complete application packet. A complete application packet includes:

A completed Coast Community College District Online Employment Application

A current resume (uploaded as a separate attachment - PDF recommended)

A cover letter (uploaded as a separate attachment - PDF recommended)

Responses to supplemental questions (clear and detailed responses required as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put "see resume" or "N/A").

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.

Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate the job you are applying to and your name.

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4713.

The Coast Community College District is a multi-college district that includes Coastline Community College, Golden West College, and Orange Coast College. The three colleges offer programs in transfer, general education, occupational/technical education, community services and student support services. Coastline, Golden West and Orange Coast College enroll more than 60,000 students each year in more than 300 degree and certificate programs.
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to needs of a changing and increasingly diverse population.

Coast Community College District is an Equal Opportunity Employer

The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.