Contract Specialist II

Job Posting End Date:

Department:

Compensation Grade:

Compensation Range & Starting Salary:

Job Exempt (If No, Position is eligible for overtime):

About Us:

Recognized as one of America’s Best-In-State Employers for 2024, the City of Virginia Beach is proud to offer a diverse and dynamic work environment. Our workforce plays a crucial role in delivering exceptional government services to both our citizens and fellow City employees. Apply now to join an organization where you truly make a difference.

Job Duties and Preferred Qualifications:

The Purchasing Division in Finance, assists City agencies in the procurement of quality goods and/or services, at the proper place and time, and in the appropriate quantity to meet their needs, while promoting maximum competition and timeframes, complying with legal and budgetary requirements, and saving taxpayer dollars. We are seeking a dynamic team-player for a Contract Specialist II. Apply to be part of our team of professionals serving the city that consistently ranks as one of the best places to live.

The ideal candidate for this position will have demonstrated contract routing experience within procurement guidelines and experience managing the full contract lifecycle, including monitoring expiration dates, initiating renewals, and coordinating amendments.

Additional preferences include:

Experience ensuring compliance through tracking of contractor deliverables, contractual obligations and procurement guidelines

Experience using Oracle Fusion Cloud

Experience managing supplier relationships

Experience with the public procurement process

Experience working with small, women and minority owned business programs

As a Contract Specialist II you will be expected to perform functions such as those listed below, but not limited to them.

• Adequately review and check payment applications for accuracy and compliance with contract requirements.

• Adequately review and prepare change orders, work orders, formal notifications, and other related contract documents to ensure conformance with contract requirements.

• Adequately prepare reports and correspondence and keep accurate records of project documents.

• Maintain courteous and professional relationships with architects, engineers,

contractors, and other city staff.

Functions and Responsibilities

• Manage the full contract lifecycle, including monitoring expiration dates, initiating renewals, and coordinating amendments.
• Monitor contract compliance by reviewing contractor deliverables, tracking contractual obligations, and ensuring adherence to City terms and conditions.
• Conduct contractor performance evaluations, compile supporting documentation, and coordinate review meetings with City departments.
• Facilitate contracts through internal review, approval, and execution processes, ensuring all required signatures, attachments, and legal reviews are completed.
• Maintain accurate and current contract records within the City’s contract management systems.
• Review and analyze contract language to identify risks, inconsistencies, and areas requiring clarification.
• Participate in contract negotiation sessions to identify compliance considerations and ensure agreements are positioned for accurate routing and internal review.
• Monitor contract budgets, expenditures, and related financial compliance.
• Assist with resolving contract disputes and contractor performance concerns by gathering relevant information and coordinating communication among contractors and City departments.
• Prepare reports, summaries, and dashboards related to contract status, compliance, expenditures, and contractor performance.
• Assist the Purchasing Division’s FOIA representatives with requests involving City contracts, purchase orders, and procurement records by gathering responsive documents, reviewing records for potential exemptions, and coordinating uploads to the FOIA portal.
• Assist the SWaM Business Office with tracking subcontractor participation, documenting SWaM contract awards, monitoring contractor reporting, and analyzing expenditure data to help ensure compliance with the City’s SWaM business program requirements and goals.
• Assist with planning and coordinating Minority Business Council (MBC) and SWaM Business Office events, workshops, conferences, outreach initiatives, and training sessions, as needed. Duties may include registration, stakeholder communications, event logistics, preparation of materials, and on-site assistance.

Performance Standards

• Apply and enforce governmental procurement policies with accuracy and integrity.

• Effectively communicate both orally and in writing with vendors, co-workers, and other City personnel.

• Reports are clearly and concisely articulated and well documented.

• Provide high-quality customer service and collaborative support to internal and external stakeholders.

Additional requirements:
• DMV Transcript: No
• CDL: No
• Drug & Alcohol Clearinghouse: No
• CPS Check: No
• Physical: No
• Respirator: No
• Psychological Screening: No
• Polygraph: No
• At Will: No

Minimum Requirements:

Minimum Qualifications: High school or GED plus three (3) years’ experience in such positions as account clerk or bookkeeper; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Special Requirements: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. May require a passing score of thirty (30) words per minute on a typing test.

Skills:

Working Conditions:

Official Job Descriptions:

To browse official job descriptions, please access this link - https://virginiabeach.gov/careers/job-descriptions-pay-plans?search=&group=E

VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.

Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.

Equal Employment Opportunity (EEO) Statement: The City of Virginia Beach is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We do not discriminate against any applicant or employee on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status as defined by applicable law.

City of Virginia Beach

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The City of Virginia Beach boasts a diverse workforce of around 7,500 employees dedicated to delivering outstanding government services. Our team is guided by core values of quality customer service, teamwork, leadership and learning, integrity, commitment, and inclusion and diversity. Find your Best Job Yet and apply today to become part of a team where your skills and values make a significant impact.