Job Details

Contract Specialist

The Contract Specialist is responsible for supporting the administration and management of contracts and agreements at the county level. This position assists in the procurement process, ensures contract compliance, and facilitates communication between stakeholders to facilitate the effective delivery of contracted services. The Contract Specialist works under supervision and plays a key role in contract documentation, monitoring, and coordination.

Essential Functions:

• Assists in the preparation and issuance of requests for proposals (RFPs), invitations to bid (ITBs), and requests for quotes (RFQs) for public service contracts and agreements;
• Reviews and evaluates bids, proposals, and quotes received in response to solicitations, ensuring compliance with procurement requirements and specifications;
• Collaborates with internal departments and stakeholders to gather requirements, develops scope of work documents, and defines contract terms and conditions;
• Coordinates contract negotiations and revisions with vendors, legal counsel, and other parties, ensuring alignment with program objectives and regulatory requirements;
• Prepares and maintains accurate documentation of contract files, including contracts, amendments, change orders, and correspondence;
• Monitors contract performance, timelines, deliverables, and expenditures to ensure compliance with contractual obligations and budgetary constraints;
• Facilitates communication and collaboration between internal departments, external vendors, and stakeholders involved in contract implementation;
• Assists in resolving issues and disputes related to contract interpretation, scope changes, and performance discrepancies;
• Generates reports and dashboards summarizing contract status, performance metrics, and key milestones for management review;
• Provides administrative support for contract-related activities, such as invoice processing, payment tracking, and budget reconciliation.

Minimum Qualifications:

Associate's degree from an accredited college or university in public or business administration, finance, supply chain management, or a closely-related field as determined by the department head at the time of recruitment AND one (1) year of experience administering, developing, evaluating, and/or writing contracts.

(Relevant experience and/or education from an accredited college or university may be substituted.) OR: One (1) year with Pima County in an Administrative Specialist, Contracts and Grants Coordinator-Courts, or closely-related position as determined by the department head at the time of recruitment.

Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.

Preferred Qualifications:

• Minimum two (2) years experience working with, developing, and writing contracts.
• Experience with/knowledge of developing contract proposals and related processes.
• Experience with/knowledge of implementing grants or grant oversight.
• Experience with/knowledge of creating reports, tracking contract timelines, progress, and priorities.
• Experience with/knowledge of working with contract and financial management system.
• Experience with/knowledge of healthcare agreements.

Selection Procedure:

Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.

Licenses and Certificates:

Valid driver license is required at time of application. Valid AZ driver license is required at time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicant's suitability to operate county vehicles in accordance with Pima County administrative procedures. Failure to obtain and maintain the required licenses and certifications shall be grounds for termination. Any offer of employment resulting from this recruitment is contingent upon Fleet Services' review and approval of the candidate's driving record.

Special Notice Items:

The County requires pre-employment background checks. Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history. A prior criminal conviction will not automatically disqualify a candidate from employment with the County.

Physical/Sensory Requirements:

Physical and sensory abilities will be determined by position.

Working Conditions:

Working conditions will be determined by the position.

EEO Information:

Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.