Contract Specialist

City of St. Louis; St. Louis, Northern (MO, KY); Hybrid; USD 52,000 - 74,000; Full time

Job summary

The City of St. Louis is seeking a Contract Specialist to coordinate, evaluate, process and review contracts, property leases and maintenance agreements to ensure documents comply with City regulations and specifications.

The role includes typing bid packages, processing contracts, assigning tracking numbers, forwarding packages to departments, verifying insurance and licensure, and maintaining contract records in a database. Strong data entry and stakeholder communication are essential.

Qualifications

• Associate degree in public or business administration, purchasing, materials management, or a related field.
• Minimum of one year of related experience in grant/contract or purchasing/procurement administration and compliance.
• Missouri driver’s license required and must be maintained during employment.

Responsibilities

• Types and assembles bid packages, abstracts of proposal, contracts, and related correspondence.
• Processes incoming contracts; ensures processing requirements are met; may reject and return contracts not meeting criteria.
• Assigns document tracking numbers to contracts and other documents.
• Forwards contracts to appropriate departments for approval or registration.
• Verifies contractor insurance and licensure.
• Files hard copies of signed contracts; compiles contract-related reports.
• Performs data entry to input contract information into a database.
• Responds to inquiries from city departments, vendors, and citizens.

Skills

Data Analysis

Communication

PC Proficiency

Verbal Aptitude

Math Skills

Situational Reasoning

Data Entry

Education

Associate degree

Job description

Job Description - Contract Specialist (250000HW)

Job Description

Contract Specialist - ( 250000HW )

Description

Position Grade: 208G Department: Multiple Departments Job Type Full-Time (Permanent) Examination Number: EX1453 Location: St. Louis, MO

Incumbents in this position coordinate, evaluate, process and review City contracts, property leases and maintenance agreements to ensure documents are within the City of St. Louis regulations and specifications.

Essential Functions and Responsibilities:

• Types and assembles bid packages, abstracts of proposal, contracts, and related correspondence.
• Processes incoming contracts; evaluates to ensure processing requirements have been met; may reject and return contracts not meeting required criteria.
• Assigns document tracking numbers to contracts and other documents.
• Forwards contracts and contract packages to appropriate departments for further processing, approval, or registering.
• Verifies contractor insurance and licensure.
• Files hard copies of signed contracts; compiles contract related reports.
• Performs data entry to input information regarding city contracts into a database.
• Responds to inquiries and provides information to city departments, vendors, and citizens.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Data Utilization: Requires the ability to perform basic level of data analysis including the ability to review, classify, categorize, prioritize and/or reference data, statutes and/or guidelines and/or group, rank, investigate and diagnose. Requires discretion in determining and referencing such to established standards to recognize interactive effects and relationships.
• Human Interaction: Requires the ability to provide guidance, assistance and/or interpretation to others, such as coworkers and the public, on how to apply policies, procedures and standards to specific situations.
• Equipment, Machinery, Tools and Materials Use: Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as a personal computer, fax machine, calculator and/or materials used in performing essential functions.
• Verbal Aptitude: Requires the ability to utilize a variety of advisory data and information such as financial statements, tax forms, contracts, statutes, ordinances, guidelines and non-routine correspondence.
• Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; calculate percentages, and decimals.
• Functional Reasoning: Requires the ability to perform addition, subtraction, multiplication and division; calculate percentages, and decimals.
• Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental and/or subjective criteria, as opposed to criteria that are clearly measurable or verifiable.
• Environmental Factors: Work is normally performed in an office environment under generally safe and comfortable conditions where exposure to irate individuals poses a very limited risk of injury.
• Physical Requirements: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and pulling of objects weighing five (5) to ten (10) pounds, such as contract package distribution. Tasks may involve extended periods of time at a keyboard or workstation.
• Sensory Requirements: Requires the ability to recognize and identify individual characteristics of colors, shapes and sounds associated with job-related objects, materials and tasks, such as responding to vendor inquiries.

Qualifications

An Associate’s degree in Public or Business Administration, Purchasing, Materials Management, or a related field; plus one year of related experience working with grant/contract or purchasing/procurement administration and compliance. OR an equivalent combination of education, training and experience.

Licenses:

Must possess and maintain a valid Missouri driver's license while employed by the City of St. Louis. Must possess a valid driver's license at the time of filing application and be able to present it upon request. Please note type of license, number, class and expiration date on the Employment Application.

Scoring Components and Their Weights

Experience and Training: 100%
May be Subject to:
Background Investigation: Pass/Fail
Medical Examination: Pass/Fail

Documentation of Academic Credentials must be Submitted Upon Request

When completing the Employment History and the Educational/Training History sections of the Employment Application, please be as thorough as possible when describing your education, training and experience relating to this position. Applicants will only receive credit for their experience, training and education as shown on the application. Resumes will not be accepted as a substitute to a fully completed application. Incomplete applications will not be considered.

To be eligible for veteran's preference points, the applicant must submit a copy of their DD 214 Certificate of Release or Discharge from Active Duty with the Employment Application or upon request. The Director of Personnel may, in their discretion, accept alternate documentation.

City Residence Preference Points

City residents who pass an examination for a position in the classified service and do not receive any other preference will receive a five (5) point preference on a scale of 100 points on the exam. An additional one (1) point shall be added to the passing score of City residents who receive any other preference on a scale of 100 points. City residents must have resided in the City for at least one (1) year at the time of filing their application to be eligible for the preference points.

Accommodations

If assistance with the job application is necessary based on a physical impairment, mental impairment, or otherwise, they should reach out to the Office on the Disabled with contact information. This office will not disclose any information that an applicant or employee has a disability or has discussed possible accommodations without the applicant's or employee's prior consent.

• City of St. LouisCity Hall1200 Market StreetSaint Louis, MO 63103