Procurement and Contract Specialist

City Schools of Decatur; Decatur (GA); On-site; USD 52,000 - 76,000; Full time

Job summary

City Schools of Decatur seeks a Procurement and Contract Specialist to support all procurement and payment activities for the district. You will manage purchase orders, contract compliance, and supplier relations under the Finance department.

The role emphasizes adherence to laws, maintenance of contract records, and bid processes, with responsibilities for RFI/RFP coordination and E-Verify records. Strong negotiation and data analysis are required.

Qualifications

• Bachelor's degree in business administration, public administration, accounting or a directly related field
• Four years of specific experience in a purchasing environment
• Four years of additional related work experience may be substituted for a bachelor's degree
• Proficiency with office software, spreadsheets, management and analysis of purchasing data
• Demonstrated negotiation skills
• Two (2) years of experience managing a P-Card program

Responsibilities

• Serves as an internal and external point of contact for matters related to contracts and procurement
• Reviews and approves purchase order requests; Issues and distributes purchase orders
• Adheres to all Federal, State, and local rules, laws, regulations, guidelines and processes associated with the procurement of and payment for goods and services for the school district
• Articulates conditions of contract monitoring and management to ensure accurate reporting, compliance, optimal pricing, and cost effectiveness of all procurement efforts
• Fosters positive working relationships with all internal stakeholders, agencies and suppliers
• Prepares requests for information (RFI) and requests for proposal (RFP) in accordance with district policies, legal requirements and internal customer specifications
• Ensures that an appropriate number of bids are solicited; maintains detailed records and tracking of all bids and assists stakeholders in finding pre-bid contracts where applicable
• Maintains a master contract list and tracks YTD spending against contracts in force
• Notifies the Executive Director of Finance when real expenditures for an individual supplier necessitate the need for additional approvals or additional processes to be followed
• Establishes a process and schedule to track and monitor supplier performance, compliance, and renewals
• Sends out supplier renewal notices in accordance with the terms and conditions of individual supplier contracts
• Notifies internal customers at least 90 days in advance of upcoming contact renewals, further in advance if required, in order that a bid or review may take place
• Completes all E-Verify reporting and is responsible for records maintenance in accordance with E-Verify laws, guidelines, and regulations
• Works with general counsel to generate final verbiage, wording, terms and conditions of contracts before recommending the district enter into such
• Communicates and collaborates with colleagues, supervisors, and the public
• Prepares letters, reports, memorandums, agendas and/or charts from notes, verbal instructions
• Participates in training programs to increase skills and proficiency; maintains knowledge of available state bids
• Maintains confidentiality and professionalism

Skills

Negotiation skills

P-Card management

Office software

Purchasing data analysis

Education

Bachelor's degree in business/public/accounting or related field

Job description

POSITION TITLE: Procurement and Contract Specialist

DEPARTMENT: Finance

REPORTS TO: Chief Finance Officer

FLSA STATUS: Non-Exempt

WORK SCHEDULE: 225 days

DATE REVIEWED: 08/2026

SALARY AND BENEFITS: SP8

Terms Of Employment

Employment shall be at the will of the Board of Education. The annual period of service shall be 225 days

Primary Function

The Procurement and Contract Specialist, under the direction of the Executive Director of Finance, is responsible for supporting all activities related to the procurement and payment of goods and services for the school district.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

• Serves as an internal and external point of contact for matters related to contracts and procurement
• Reviews and approves purchase order requests; Issues and distributes purchase orders
• Adheres to all Federal, State, and local rules, laws, regulations, guidelines and processes associated with the procurement of and payment for goods and services for the school district
• Articulates conditions of contract monitoring and management to ensure accurate reporting, compliance, optimal pricing, and cost effectiveness of all procurement efforts
• Fosters positive working relationships with all internal stakeholders, agencies and suppliers
• Prepares requests for information (RFI) and requests for proposal (RFP) in accordance with district policies, legal requirements and internal customer specifications
• Ensures that an appropriate number of bids are solicited; maintains detailed records and tracking of all bids and assists stakeholders in finding pre-bid contracts where applicable
• Maintains a master contract list and tracks YTD spending against contracts in force
• Notifies the Executive Director of Finance when real expenditures for an individual supplier necessitate the need for additional approvals or additional processes to be followed
• Establishes a process and schedule to track and monitor supplier performance, compliance, and renewals
• Sends out supplier renewal notices in accordance with the terms and conditions of individual supplier contracts
• Notifies internal customers at least 90 days in advance of upcoming contact renewals, further in advance if required, in order that a bid or review may take place, such that contract renewal notification and timeline conditions may be met
• Completes all E-Verify reporting and is responsible for records maintenance in accordance with E-Verify laws, guidelines, and regulations
• Works with general counsel to generate final verbiage, wording, terms and conditions of contracts before recommending the district enter into such
• Communicates and collaborates with colleagues, supervisors, and the public
• Prepares letters, reports, memorandums, agendas and/or charts from notes, verbal instructions
• Participates in training programs to increase skills and proficiency; maintains knowledge of available state bids
• Maintains confidentiality and professionalism

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED And/or EXPERIENCE

• A Bachelor's degree in business administration, public administration, accounting or a directly related field
• Four years of specific experience in a purchasing environment
• Four years of additional related work experience may be substituted for a bachelor's degree
• Proficiency with office software, spreadsheets, management and analysis of purchasing data
• Demonstrated negotiation skills
• Two (2) years of experience managing a P-Card program

PREFERRED And/or EXPERIENCE

• Two (2) years of purchasing experience in a public sector setting
• Two (2) years of specific experience preparing competitive solicitation
• National Contract Management Association contract management certificate or other relevant procurement or contract certificate or certification

EVALUATION

Performance of this job shall be evaluated annually in accordance with provisions of the board's policy on evaluation of classified personnel.

WORK HOURS AND PHYSICAL DEMANDS

This position may require occasional non-standard work hours (nights and limited weekends) and the ability to lift and carry files and materials up to 25 pounds. The employee is required to move freely throughout numerous facilities and sit for prolonged periods of time. Adequate vision, hearing, and manual dexterity to interact with people in writing, over the phone and in person are required. Applicants must be able to perform the essential functions of the job with or without reasonable accommodations.