Contract Administrator, (Administrative Specialist III), Grade N23

Montgomery Co; Maryland; On-site; USD 79,000 - 118,000; Full time

Job summary

Montgomery County Department of Correction and Rehabilitation (DOCR) seeks an Administrative Specialist III (Contract Administrator) to support contract management activities for the department. The role involves issuing solicitations, amendments, and delivery orders and ensuring compliance with procurement regulations.

You will work with DOCR staff and the Office of Procurement through the full contract life cycle, including renewals, and report to the Division Chief of the Management Services

Qualifications

• Three years or more of professional administrative experience related to contract management.
• Bachelor’s degree from an accredited college or university.
• Equivalency of education and experience may be substituted.
• Active knowledge of the County's Procurement Regulations.
• Experience with contracts from solicitation to award and renewals.

Responsibilities

• Developing and processing solicitations, contracts, amendments, and related documents.
• Maintaining required contractor insurance certificates.
• Assisting with Price Analysis; preparing requisition requests; drafting and finalizing contracts, contract amendments, letters, and memoranda.
• Data entry, data management; preparation of reports; records and file creation and maintenance.
• Issue solicitations, amendments, and delivery orders; award contracts to approved vendors.
• Oversee all aspects of the contract process from start to finish for the life of the contract.
• Represent the Director and/or Department at meetings, hearings and conferences as required.
• Work closely with senior managers and report to the Division Chief, Management Services Division.

Skills

Contract management

Procurement regulations

Data analysis

Budget reporting

Vendor communication

Education

Bachelor's degree

Master’s degree in STEM

Tools

Procurement software

Job description

Please note: The salary range above represents this position’s earning potential. The anticipated hiring range for this position will be $78,929 to $118,211, based on the candidate’s qualifications and experience.

WHO WE ARE

The Montgomery County Department of Correction and Rehabilitation (DOCR), Management Services Division (MSD) seeks a highly skilled and experienced individual to work as an Administrative Specialist III (Contract Administrator) to provide full performance professional-level work as it relates to the operating functions for the entire Department. This position will work at the Montgomery County Correctional Facility (MCCF) located in Boyds, Maryland.

DOCR provides secure facilities for the incarceration of all pre-trial, unsentenced, and sentenced prisoners committed by the courts; operates a treatment-oriented Pre-Release center and home detention for selected offenders as an alternative to incarceration; and provides medical, educational, and other social services and community release programs to meet the basic human needs of this population. Our programs ensure that victims' issues and community-based concerns are addressed with sensitivity. The individual selected for this position will possess in-depth knowledge of solicitation, procurement, and contract life cycles, financial management, fiscal and budget projections.

WHO WE ARE LOOKING FOR

An Administrative Specialist III must have detailed knowledge of the County's Procurement Regulations and will work hand-in-hand with DOCR staff and the Office of Procurement to issue solicitations, amendments, and delivery orders; and award contracts to approved vendors.

An Administrative Specialist III is responsible for the following:

This position has responsibility of supporting and participating in Contract Management administration and operations of the Department of Correction and Rehabilitation (DOCR). Duties include responsibility for and management of up to 80 active contacts to include the following:

• Developing and processing all department solicitations, contracts, contract amendments, and other contract-related documents, including writing contracts, solicitations & correspondence.
• Maintaining required contractor insurance certificates.
• Assisting with Price Analysis; preparing requisition requests; drafting and finalizing contracts,contract amendments, letters, and memoranda.
• Data entry and data management; preparation of reports; records and file creation and maintenance.
• Work hand-in-hand with DOCR staff and the Office of Procurement to issue solicitations,amendments, and delivery orders;and award contracts to approved vendors.
• Oversee all aspects of the contract process from start (solicitation) to finish (contract award) for the life of the contract (renewals) and assist DOCR staff or any stakeholders with any questions they may have.
• Representthe Director and/or Department at meetings, hearings and conferences as required.
• Work closely with senior managers throughout the Department and report directly to the Division Chief, Management Services Division.

Prior to appointment, the selected applicant must successfully complete a comprehensive background investigation, medical examination, and drug/alcohol screening.

Prior to a promotional appointment within DOCR, the selected individual must answer the Prison Rape Elimination Act (PREA) questions and submit to a criminal history check to comply with the Prevention Planning on Hiring and Promotion Decisions (115.17, 115.117, 115.217, 115.317). This is a requirement to meet Federal law and audit standards.

Experience:

• Three years or more of professional administrative experience related to contract management.

Education:

• Graduation from an accredited college or university with a bachelor’s degree.

Equivalency:

• An equivalent combination of education and experience may be substituted.

Prior to appointment, the selected applicant must successfully complete a comprehensive background investigation, medical examination, and drug/alcohol screening.

• An accredited master’s degree in the S.T.E.M. disciplines such as Accounting, Forensic Accounting, Business Administration, Data Analytics, Economics, Internet Technology, and Statistics.
• An active licensure as a Certified Public Procurement Officer (CPPO), CPA, CFE, CPFO, or CMA.
• 5 years or greater of experience supporting Year-End Audits, Contract Audits, and audit activities involving contract expenditures and purchase-order functions such as tracing payments and performance/outcome reports tied to contractual requirements, along with experience using procurement software to develop, track, and issue solicitations.
• Five years or greater of experience assessing procurement and contract risks by modelling market, vendor, supplier, and contractor conditions to evaluate competition and minimize legal exposure.
• 5 years or greater of experience communicating contract details both verbally and in writing with vendors, suppliers, management, and legal professionals, along with technical contract writing experience including drafting IFBs, RFQs, RFPs, Task Order Contracts, Contract Amendments, Failure to Perform Notices, and Contract Renewals.
• 5 years or greater of experience defining tasks, resolving issues, and facilitating compliance and completion for internal stakeholders and external partners (suppliers, vendors, and contractors), along with experience using advanced Excel formulas and functions to create reports that track contract performance and expenditures.
• 5 years or greater of project management experience within the Project Management R.A.C.I. framework (serving in accountable or consulted roles), along with experience providing contract administration within an accounting framework, including evaluating supplier and contractor price proposals at the unit level and comparing them against organizational legal requirements.
• 5 years or greater of experience conducting comparative market research for competitiveness, including sole source and niche contracts, as well as developing solicitations within the government/public sector. Also, leveraging collaborative purchasing agreements and managing the contract bridging process.