CONTRACTS COORDINATOR

City of Chicago; Chicago (IL); On-site; USD 82,000 - 100,000; Full time

Job summary

The City of Chicago's Department of Cultural Affairs and Special Events (DCASE) seeks a Contracts Coordinator in the Finance and Development Division to direct and coordinate contracts, suborders, and purchases for goods and services. The role ensures compliance with city procurement policies, monitors vendor performance, and collaborates with Law, Finance, and Procurement Services to resolve issues.

The ideal candidate has extensive procurement contracts experience and a strong background in

Qualifications

• Eight (8) years of work experience in the development, negotiation, and administration of procurement contracts.
• Graduation from an accredited college with an Associate's degree, plus six (6) years of work experience in the development, negotiation, and administration of procurement contracts.
• Graduation from an accredited college or university with a Bachelor's degree, plus four (4) years of work experience in the development, negotiation, and administration of procurement contracts.
• Graduation from an accredited college or university with a Master's degree or higher, plus three (3) years of work experience in the development, negotiation, and administration of procurement contracts.

Responsibilities

• Directs and coordinates the preparation and processing of departmental contractual documents for procurement of goods and services.
• Supervises and directs staff engaged in contract and payment processing activities.
• Reviews and approves purchase requisitions, ensuring accuracy, funding availability, and conformance with City procurement policies and procedures.
• Coordinates with Procurement Services to monitor MBE/WBE participation to meet City goals.
• Reviews bids and proposals and makes award recommendations to Procurement Services.
• Prepares and processes contract revisions, amendments, and extensions.
• Oversees the preparation and processing of vendor payments.
• Serves as liaison to the Departments of Law, Finance, and Procurement Services to expedite contract-related problems.
• Prepares contract status and summary reports.
• Supervises the maintenance of contract records and related documents.
• Reviews and revises contract specifications for goods and services.
• Monitors vendor performance to ensure compliance with contract terms.
• Informs and instructs project managers, contractors, subcontractors, and delegate agencies on current contract availability.

Skills

Interpersonal skills

Organizational skills

Customer service

Written communication

Oral communication

Attention to detail

Contract negotiation

Microsoft Word

Excel

PowerPoint

Internet

Social media

Procurement methods

Education

Associate's degree

Bachelor's degree

Master's degree

Tools

ORACLE databases

Job description

BID/JOB ANNOUNCEMENT

CONTRACTS COORDINATOR

DEPARTMENT OF CULUTURAL AFFAIRS AND SPECIAL EVENTS (DCASE)

Finance and Development Division

Number of Positions: 1

(additional vacancies possible pending budget approval)

Starting Salary: $90,732.00

New hires are paid the starting rate. Current employees' pay rate is determined by their job title and years of service

Applications for this position will be accepted until 11:59pm CDT on 09/04/2026

This position is open to the public and all current City employees covered under the City's collective bargaining agreement with AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (AFSCME) - BARGAINING UNITS 1, 3, 4 & 5. Only employees in City job titles in this bargaining unit are eligible to bid.

BID INSTRUCTIONS:

To bid on this position, APPLY ON THE BID SITE and:

• Check the box on your profile titled "Currently employed by the City of Chicago"
• Enter your employee ID (located on your pay stub labeled 'payee/employee number')
• Select your correct bargaining unit, upload your resume, and complete the application

FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATION

The City of Chicago Department of Cultural Affairs & Special Events (DCASE) supports artists and cultural organizations, invests in the creative economy, and expands access and participation in the arts throughout Chicago's 77 neighborhoods. As a collaborative cultural presenter, arts funder, and advocate for creative workers, our programs and events serve Chicagoans and visitors of all ages and backgrounds, downtown and diverse communities across our city - to strengthen and celebrate Chicago.

DCASE produces some of the city's most iconic festivals, markets, events, and exhibitions at the Chicago Cultural Center, Millennium Park, and in communities across the city - serving a local and global audience of 25 million people. The department offers cultural grants and resources, manages public art, supports TV and film production and other creative industries, and permits special events throughout Chicago.

The Contracts Coordinator position in the Finance & Development division has the responsibility of directing, preparing, and coordinating the processing of contracts, suborders, and purchases for the purpose of procuring goods and services from various vendors that provide services, goods, and/or equipment. In this capacity, the position performs the following:

ESSENTIAL DUTIES

• Directs and coordinates the preparation and processing of departmental contractual documents (e.g., contracts, suborders, direct vouchers) for the procurement of goods and services
• Supervises and directs staff engaged in contract and payment processing activities
• Reviews and approves purchase requisitions, ensuring accuracy, funding availability, and conformance with City procurement policies and procedures
• Coordinates with the Department of Procurement Services to monitor minority/women-owned business enterprise (MBE/WBE) participation to ensure department contracts meet City goals
• Reviews bids and proposals and makes award recommendations to the Department of Procurement Services
• Prepares and processes contract revisions, amendments, and extensions
• Oversees the preparation and processing of vendor payments
• Serves as liaison to the Departments of Law, Finance, and Procurement Services to expedite and troubleshoot contract-related problems
• Prepares various contract status and summary reports
• Supervises the maintenance of contract records and related documents
• Reviews and revises contract specifications for goods and services
• Monitors vendor performance to ensure compliance with contract terms and conditions
• Informs and instructs relevant parties (e.g., project managers, contractors, subcontractors, delegate agencies) on current contract availability and contracting process requirements

Additional duties may be required for this position

Location:Department of Cultural Affairs and Special Events (DCASE)

78 E Washington St, Chicago Cultural Center, Chicago, IL 60602

Days:Monday - Friday

Hours:8:30am - 4:30pm

THIS POSITION IS IN THE CAREER SERVICE

MINIMUM QUALIFICATIONS

• Eight (8) years of work experience in the development, negotiation, and administration of procurement contracts, OR
• Graduation from an accredited college with an Associate's degree, plus six (6) years of work experience in the development, negotiation, and administration of procurement contracts, OR
• Graduation from an accredited college or university with a Bachelor's degree, plus four (4) years of work experience in the development, negotiation, and administration of procurement contracts, OR
• Graduation from an accredited college or university with a Master's degree or higher, plus three (3) years of work experience in the development, negotiation, and administration of procurement contracts

Knowledge: Considerable knowledge of procurement practices and procedures used by the city. Considerable knowledge of legal, technical, and financial aspects of procurement. Considerable knowledge of techniques of contract negotiation

Skills: Excellent interpersonal, organizational, and customer service skills. Strong written and oral communication skills. High attention to detail. Confident contract negotiation skills. Skill in managing complex processes and accelerated timelines within a fast-paced environment. Strong proficiency in Microsoft Word, Excel, PowerPoint, internet, and social media. Strong proficiency with procurement methods.

Abilities: Must be detail oriented. Ability to review and compose contracts for accuracy and compliance. Ability to prepare financial and narrative reports. Demonstrated ability to work effectively on multiple projects and tasks. Ability to plan, manage, prioritize, and follow through on projects and tasks.

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a skills assessment as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected.

Preference will be given to candidates possessing the following:

• Previous work experience preparing contracts in a government setting
• Previous work experience in research and development of written specifications
• Previous work experience managing multiple projects/initiatives
• Previous work experience creating and developing reports
• Previous work experience using ORACLE based databases

COMMITMENT TO DIVERSITY: To further our commitment to hiring applicants with diverse experience, the City of Chicago has adopted ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet the minimum qualifications and who are veterans of the Armed Forces of the United States, residents of Socio-Economically Disadvantaged Areas (SEDA), and/or Chicago Public School (CPS) high school graduates. These hiring preferences do not apply to bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates. The learn more about our hiring processes, please

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago in an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.

City of Chicago

Brandon Johnson, Mayor