Contract Specialist: Jail

• Job Code: W0961
• Pay Grade:WO
• Pay Scale:$27.66-$45.92 Hourly; $57,532.80-$95,513.60 Annually
• Exempt:No

Overview

The Contract Specialist (Jail) oversees all contracts and procurement activities for Sheriff’s Office jail operations from start to finish, including developing contract documents, negotiating terms, and awarding contracts. This position also ensures that all contractual obligations are met by both parties and that contractors are performing duties appropriately. The Contract Specialist works closely with supervisory staff at both the jail and the Financial Services Division (FSD).

Duties & Responsibilities

Note: Depending on assigned responsibilities, employees may perform some or all of the duties below.

• Manage the jail-related contract process from start to finish, including developing contract documents, negotiating terms, and awarding contracts.

• Retain some degree of involvement in each assigned bid/request for proposal including keeping accurate documentation from contract inception through execution, developing clear and concise bid specifications, creating and updating bidder’s lists, and reviewing bids for responsiveness to specifications as well and timely and properly formatted submission to ensure that there is a clear paper trail for all jail-related procurement activities and that any issues that arise can be easily tracked and resolved.

• Participate in the contract negotiation process to ensure that the final contract is in the best interest of the jail.

• Ensure contract compliance for all jail-related contracts and procurement activities including monitoring contract performance and investigation and resolving contract disputes to ensure that contractors are meeting their obligations and that the jail is receiving the services or products for which it has contracted.

• Work with supervisory staff at the jail and the FSD to ensure that contracts are aligned with the Sheriff’s Office goals and objectives.

• Prepare requisitions for departmental staff to ensure compliance with applicable laws and regulations related to acceptable bids, quotations, and procedures.

• Establish quality control checks via quality control procedures to ensure conformance with acceptable budgetary procedures and other departmental requirements and that requisitions and expenditures are in accordance with budgetary guidelines and departmental policies.

• Review contract files and amendments, change orders for accuracy, and required documentation for renewal and closeout of all jail-related activities to ensure that all contracts are properly executed, all changes are made in accordance with original contract terms, and the needs of the jail are met.

• Stay up to date on changes in contracting laws and regulations.

• Develop and implement training programs for staff on jail contract management and procurement.

• Perform other related duties as required.

Knowledge, Skills & Abilities

• Knowledge of contract law and procurement regulations including laws and regulations that govern contracts and procurement in the public sector.

• Ability to manage complex processes including the ability to plan, organize, and execute a complex project from start to finish.

• Ability to effectively communicate with a variety of stakeholders, including vendors, internal staff, and members of the public both orally and in writing.

• Ability to use Microsoft Office Suite (Word, Excel, PowerPoint, etc.) and other software applications for data entry, word processing, accounting purposes, and contract/procurement activity management.

• Ability to gain cooperation through discussion and persuasion.

• Ability to interpret and apply Sheriff’s Office policies, procedures, rules, and regulations that govern contracts and procurement in the jail.

• Ability to work independently and as part of a team.

• Ability to pay attention to detail and work with accuracy.

• Ability to meet deadlines and work under pressure.

Working Conditions

• Working within an office environment within a law enforcement agency.

• Remaining in a stationary position for extended periods of time at a keyboard, workstation, or meeting and/or training site.

• May be required to engage in light physical exertion (e.g., lifting, carrying, pushing and/or pulling of objects and materials of light weight from 5 to 10 pounds).

• May be required to work non-standard hours including nights, weekends, and holidays.

Minimum Education & Experience

• A high school diploma or possession of a GED certificate.

• Five years of progressively responsible experience in purchasing and contract administration including, but not limited to, preparing and issuing requests for proposals, reviewing and evaluating bids, negotiating contracts, and managing contract performance.

OR

• An associate degree from an accredited college or university with a major in business administration, public administration, contract management, or related field.

• Three years of progressively responsible experience in purchasing and contract administration including, but not limited to, preparing and issuing requests for proposals, reviewing and evaluating bids, negotiating contracts, and managing contract performance.

OR

• A bachelor's degree from an accredited college or university with a major in business administration, public administration, procurement management, contract administration, or related field.

• Two years of progressively responsible experience in purchasing and contract administration including, but not limited to, preparing and issuing requests for proposals, reviewing and evaluating bids, negotiating contracts, and managing contract performance.

Additional Job Requirements

• Attendance at the specified Sheriff's Office work location is required. 

• Depending on assignment, employees may be required to possess a valid Florida Driver License at time of employment. Driving history will be thoroughly reviewed and may be grounds for disqualification. 

• No visible tattoos on face, head, and neck. Tattoos determined to take away from the professional appearance of the Sheriff’s Office must be covered with an appropriate white, black, or neutral covering. 

• No illegal drug sale within lifetime. 

• No illegal drug use within the past 36 months. No marijuana uses within the last 12 months. 

• No felony convictions within lifetime. 

• No misdemeanor convictions involving perjury, false statement, or domestic violence within lifetime. 

• No dishonorable discharge from any branch of the United States Armed Forces, the United States Coast Guard, National Guard, or Reserve Forces. 

• Successful completion of a background investigation including criminal, reference, employment, and neighborhood checks; polygraph; medical evaluation; and drug screening.

The duties and responsibilities on this job description represent the essential functions that an employee must be able to satisfactorily perform with or without reasonable accommodations. Reasonable accommodations shall be made upon request to enable employees with disabilities to perform the essential functions of their job, absent undue agency hardship. The Sheriff’s Office retains the right to change or assign other duties to this job as necessary.

Preferred Qualifications

• A valid certification in contract management (e.g., National Contract Management Association (NCMA) Certified Professional Contract Manager (CPCM)) or procurement (e.g., Universal Public Procurement Certification Council (UPPCC) Certified Public Purchasing Buyer (CPPB) or Certified Public Procurement Officer (CPPO) certification).

• Experience within the public sector.

• Experience with government contracting.

• Excellent communication and interpersonal skills.

• Ability to work independently and as part of a team.