Contract Specialist

Smith County; Tyler (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Smith County is seeking a Contract and Procurement Specialist to oversee contract development, monitoring, and vendor performance across county programs. You will prepare contracts, amendments, renewals, and related documents while ensuring compliance with laws, policies, and budgets.

You will coordinate with project managers, departments, legal counsel, and vendors, maintain databases, track expenditures, and support audits and reporting.

Qualifications

• Bachelor’s degree in a related field is required.
• Strong knowledge of governmental procurement processes and compliance.
• Ability to review contracts for accuracy and regulatory alignment.
• Experience coordinating with multiple stakeholders and vendors.
• Excellent written and verbal communication skills.

Responsibilities

• Prepare, review, and administer contracts, amendments, renewals, purchase orders, and related agreements.
• Maintain contract and procurement information in applicable electronic systems and databases.
• Assist departments in developing scopes of work, solicitations, contracts, and related documents.
• Communicate with vendors, departments, staff, and legal counsel regarding contract requirements.
• Track expenditures and verify invoices align with contractual terms.
• Prepare correspondence, reports, spreadsheets, notices, and contract summaries.
• Assist with audits, budgeting, public records requests, and government reporting.
• Monitor contract compliance and vendor performance; address issues with departments.

Skills

Detail-oriented

Government procurement

Interpersonal skills

Written communication

Customer service

Time management

Education

Bachelor's degree in Business Administration, Public Administration, Supply Chain Management, or related field

Tools

Microsoft Office

WordPerfect

Excel

Job description

Performs a variety of statutory compliance duties related to the development, oversight and monitoring of contracts as well as solicitations, and vendor performance. Evaluates and monitors moderately complex contract performance, compliance and contractual obligations on a countywide basis. Acts as liaison between project managers, multiple outside agencies, other county staff, and the community as required. Responds to inquiries regarding contract obligations, renewals or revisions. Maintains and manages contracts databases and files.

• Prepare, review, and administer contracts, amendments, renewals, purchase orders, and related agreements.
• Maintains contract and procurement information in applicable electronic systems and databases
• Assists County departments, project managers, and department head, in developing scopes of work, solicitations, contracts, and related documents to meet operational needs and applicable procurement requirements.
• Communicate with vendors, contractors, county departments, purchasing staff, and legal counsel regarding contract requirements regarding contract matters.
• Track contract expenditures and verify that invoices and payments are consistent with contractual terms.
• Prepares correspondence, reports, spreadsheets, notices, contract summaries, and other procurement-related documents.
• Assists with audits, budget, public information requests, records retention, and other governmental reporting requirements.

Other Responsibilities

• Reviews solicitations, contracts, renewals, amendments, and related documents for completeness, accuracy, and compliance with applicable laws, regulations, County policies, and budgetary requirements.
• Aids in interpreting and applying applicable laws, regulations, County policies, codes, and purchasing procedures to procurement and contract activities and identifies issues requiring additional review.
• Monitors assigned contracts for compliance with contractual requirements and vendor performance and work with County departments to address performance or compliance concerns.
• Assists in implementing procedures, policies, standards, and plans for contract administration, monitoring, compliance, and performance.
• Monitors required insurance certificates, payment and performance bonds, licenses, and other contract-required documentation throughout the contract term
• Provides contractual information and guidance to County departments regarding budgeting, contract renewals, confirmation, terms and conditions, scheduled upgrades, performance, and compliance.
• Assists in resolving disputes involving contractors, vendors, consultants, and County department staff.
• Attends meetings related to contract administration and communicates contract status, requirements, performance expectations, and other relevant information.
• Perform Other duties as assigned

• Knowledge of governmental procurement
• Strong attention to detail: Ability to carefully review and analyze documents for accuracy, clarity and compliance.
• Knowledge of various computer software programs such as Microsoft Office, Word Perfect and Excel.
• Interpersonal skills required to handle sensitive and confidential situations consistently demonstrating poise, tact and diplomacy.
• Written communication skills required to edit work for spelling and grammar, present numerical data effectively and write business correspondence in a concise manner.
• Customer service skills are required to manage difficult customer situations and respond to customers’ needs.
• Planning/organizing skills required to prioritize and plan work and use time efficiently.
• Ability to communicate clearly and concisely, both verbally and in writing.
• Ability to work quickly and accurately and maintain neat, well-organized records.
• Ability to adapt to changes in the work environment, manage competing demands and deal with changes, delays or unexpected events.
• Must be able to multi-task
• Must be able to comply with all Smith County Personnel/Vehicle Liability Policies

• Candidate must have a minimum of a bachelor’s degree from an accredited college in Business Administration, Public Administration, Supply Chain Management, or related field.

Licenses and Certifications

• Successful candidate will work towards receiving a certification in Contract Management, by obtaining a CCMA/CPCM or equivalent designation within 5 years.