Municipal Bids and Contracts Analyst II

Calgon Carbon Corporation; Moon (VA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Incentives/bonus plans

Hybrid schedules

Paid time off (vacation starting at 3 

Tuition reimbursement

Wellness programs

Learning & development opportunities

Job summary

Calgon Carbon Corporation, headquartered in Moon Township, PA, is seeking a Municipal Bids and Contracts Analyst II to coordinate complex municipal bids and contract execution. The role requires hybrid work with on-site availability for document handling, signing, and courier coordination.

The ideal candidate will manage bid schedules, verify pricing and terms, and collaborate with Sales, Legal, Finance, and Product Management to meet deadlines.

Qualifications

• A high school diploma or general education degree (GED) is required.
• A bachelor's degree (B.A. or B.S.), or equivalent from four-year college or university is preferred
• 2-3 years of experience with bids, contracts, sales support, or administrative processes is required
• 2-3 years of experience with public bid and contract administration is required
• 2-3 years of experience with Microsoft Office, and PDF documents is required

Responsibilities

• Independently assess municipal solicitations, procurement portals, bid instructions, qualification requirements, exceptions, submission rules, and firm deadlines
• Build and manage bid schedules and reviews; coordinate Sales, Legal, Product Management, Applications Engineering, Finance, and other contributors to obtain timely decisions and documents
• Lead end-to-end preparation and thorough verification of comprehensive electronic and hard-copy bid packages, including bonds, certifications, forms, addenda, and customer-specific requirements
• Manage production, signatures, secure packaging, mailing/courier arrangements, delivery confirmation, and electronic uploads; anticipate and mitigate submission risks
• Own bid execution plans, workflow visibility, milestones, and escalations in Asana or designated systems across multiple simultaneous bids
• Perform detailed quality‑assurance checks of pricing schedules, quantities, scope, terms, attachments, legal entities, dates, addenda, and submission instructions
• Ensure that submitted customer pricing and commitments reconcile to approved GCRM quotations and the applicable Grant of Authority; route exceptions for formal approval rather than making unauthorized changes
• Improve checklists, templates, workflow controls, and lessons‑learned practices to reduce risk and rework; share knowledge with less experienced staff
• Support review of municipal awards, contracts, and purchase orders; identify discrepancies between the award, submitted bid, and approved quotation for resolution by the appropriate team
• Coordinate required internal approvals, signatures, certificates of insurance, and other customer‑requested documentation under supervisor guidance
• Track outstanding documents through execution and enter complete records in Ariba Contracts and other designated systems
• Coordinate review of awards, contracts, and purchase orders for alignment with submitted bids, commercial terms, and internal approvals; investigate and resolve inconsistencies with the responsible stakeholders
• Coordinate Legal reviews, signature routing, certificates of insurance, approval evidence, and contract closeout while maintaining appropriate separation of duties
• Track contracts through fully executed status, document amendments, and maintain reliable contract records in Ariba Contracts and other designated systems
• Maintain bid and contract files, submission evidence, approval records, and accurate reporting for annual bid and tender audits
• Serve as a knowledgeable contact for Sales, municipal customers, and cross‑functional stakeholders during bid and contract execution
• Support training, onboarding, and quality review for colleagues when assigned; identify recurring process gaps and recommend practical improvements

Skills

Bids & Contracts

Sales support

Administrative processes

Education

GED

Bachelor's degree (B.A./B.S.) preferred

Tools

Microsoft Office

PDF documents

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Municipal Bids and Contracts Analyst II

Moon, PA, US

Calgon Carbon | A Kuraray Company is growing—and so can your career. Be part of a global leader in environmental solutions, where your work directly impacts the quality of air and water around the world.

Position: Municipal Bids and Contracts Analyst II Location: Headquarters – Moon Township, PA

Excellent Benefits: Medical, dental, prescription & vision, HSA & retirement savings (401k) – Generous Company Match!
Perks: Incentives/bonus plans, competitive pay, dress for your day, hybrid schedules, paid time off (vacation starting at 3 weeks), tuition reimbursement, wellness programs, fun events, learning & development opportunities.

Hours of work: Full-time position with hours Monday-Friday 9:00-5:00 PM; some overtime to be expected

The Municipal Bids and Contracts Analyst II independently coordinates complex municipal bids and contract execution, ensuring complete, compliant, accurate, and on-time submissions. Reporting to the Bid and Contracts Supervisor, this experienced professional manages competing deadlines, applies sound judgment to bid requirements, leads cross-functional coordination, and serves as a key resource for public bidding and contract administration. This position is a critical control point for protecting and growing municipal business. The analyst is expected to identify discrepancies before submission, anticipate delivery and compliance risks, and maintain reliable approval and audit trails. The role requires a hybrid work arrangement with on-site availability when physical bid packages, original signatures, or mailing and courier coordination are necessary

Duties and Responsibilities (not limited to)

• Independently assess municipal solicitations, procurement portals, bid instructions, qualification requirements, exceptions, submission rules, and firm deadlines
• Build and manage bid schedules and reviews; coordinate Sales, Legal, Product Management, Applications Engineering, Finance, and other contributors to obtain timely decisions and documents
• Lead end-to-end preparation and thorough verification of comprehensive electronic and hard-copy bid packages, including bonds, certifications, forms, addenda, and customer-specific requirements
• Manage production, signatures, secure packaging, mailing/courier arrangements, delivery confirmation, and electronic uploads; anticipate and mitigate submission risks
• Own bid execution plans, workflow visibility, milestones, and escalations in Asana or designated systems across multiple simultaneous bids
• Perform detailed quality‑assurance checks of pricing schedules, quantities, scope, terms, attachments, legal entities, dates, addenda, and submission instructions
• Ensure that submitted customer pricing and commitments reconcile to approved GCRM quotations and the applicable Grant of Authority; route exceptions for formal approval rather than making unauthorized changes
• Improve checklists, templates, workflow controls, and lessons‑learned practices to reduce risk and rework; share knowledge with less experienced staff
• Support review of municipal awards, contracts, and purchase orders; identify discrepancies between the award, submitted bid, and approved quotation for resolution by the appropriate team
• Coordinate required internal approvals, signatures, certificates of insurance, and other customer‑requested documentation under supervisor guidance
• Track outstanding documents through execution and enter complete records in Ariba Contracts and other designated systems
• Coordinate review of awards, contracts, and purchase orders for alignment with submitted bids, commercial terms, and internal approvals; investigate and resolve inconsistencies with the responsible stakeholders
• Coordinate Legal reviews, signature routing, certificates of insurance, approval evidence, and contract closeout while maintaining appropriate separation of duties
• Track contracts through fully executed status, document amendments, and maintain reliable contract records in Ariba Contracts and other designated systems
• Maintain bid and contract files, submission evidence, approval records, and accurate reporting for annual bid and tender audits
• Serve as a knowledgeable contact for Sales, municipal customers, and cross‑functional stakeholders during bid and contract execution
• Support training, onboarding, and quality review for colleagues when assigned; identify recurring process gaps and recommend practical improvements

Qualifications

• A high school diploma or general education degree (GED) is required
• A bachelor's degree (B.A. or B.S.), or equivalent from four‑year college or university is preferred
• 2‑3 years of experience with bids, contracts, sales support, or administrative processes is required
• 2‑3 years of experience with public bid and contract administration is required
• 2‑3 years of experience with Microsoft Office, and PDF documents is required

About Calgon Carbon

At Calgon Carbon, we are scientific innovators with a proud legacy of over 80 years and more than 205 patents to our name. Since pioneering the first activated carbon products from bituminous coal in the 1940s, we’ve been at the forefront of developing cutting‑edge technologies and solutions to meet the world’s evolving air and water purification needs.

Today, our portfolio includes more than 700 direct market applications across a wide range of industries. Headquartered in Pittsburgh, Pennsylvania, Calgon Carbon employs approximately 1,685 professionals and operates 20 facilities worldwide dedicated to manufacturing, reactivation, innovation, and equipment fabrication. In Europe, we operate under the name Chemviron.

In March 2018, Calgon Carbon became part of the Kuraray Group. Together, we offer complementary products and services, united by a shared commitment to delivering the highest quality and most innovative activated carbon solutions to customers around the globe.

Calgon Carbon is an Equal Opportunity Employer, including disabled/veteran