Contract Analyst

Salary: $58,370.54 - $67,658.49 Annually
Location : FL 32003), FL
Job Type: Full-Time
Job Number: 2024-087
Department: Sheriff's Staff
Opening Date: 10/11/2024
Closing Date: 10/21/2024 8:00 AM Eastern
Description
Responsible for all aspects of Contracts Management, including but not limited to the review of terms and conditions, negotiation with other parties, and drafting contractual provisions and amendments, to avoid contractual disputes and financial losses for the agency. The Contracts Analyst reports directly to the Purchasing Manager and indirectly to the Accounting Controller and Chief Financial Officer.
Duties

• Responsible for formal bids and contract development that are in compliance with General Orders of the Sheriff's Office, and applicable state and federal statutes.
• Analyzes projects within a department, identifying such items as the existing need for formal bids, a project scope of work, deficiencies in current vendor performance, and goals for corrective action to ensure that agency meets internal standards and accreditation goals.
• Oversees the bid process to include developing Requests for Proposals (RFP), advertising RFPs / Request for Quotes (RFQ), and Requests for Information (RFI), maintains bid database, reviews bids/quotes/information received; ensuring compliance with all applicable statutes, rules, policies and procedures.
• Facilitates the advertising of competitive RFPs, ensuring they appear in the appropriate publications/locations to ensure availability to the vendor community and/or distributing them to interested vendors contained on approved participant lists in accordance with applicable rules/regulations/requirements.
  • Retains all received bids in a secure confidential manner until public opening is held.
  • Maintains all appropriate documentation pertaining to the bid process, including but not limited to a copy of the bid specifications, copies of responses received, a listing of vendors that received bid copies, vendors who submitted bids, etc.
  • Carefully evaluates risk analysis on each vendor that submitted a bid by researching pertinent information, prepares accurate comparison reports detailing vendor risk, in accordance with agency policies.
  • Reviews bids to determine and/or recommend bid disposition based on an accurate and thorough analysis of the bid in terms of meeting required specifications; price, delivery, quality, vendor performance, and any other pertinent factors.
  • Participates on the Proposal Evaluation Committee for each project, documents meeting notes, evaluation forms and committee questions and suggestions.
  • Ensures contracting party is not on any suspended or debarment list(s) prior to contract approval.
  • Participates in contract negotiations, representing the Sheriff Office interests and ensuring that all compliance issues are thoroughly addressed.
  • Develops standardized language and guidelines for RFP and contract templates.
  • Collaborates with Legal Counsel to interpret and apply compliance guidelines to contracts.
  • Completes insurance review to determine liability coverage requirements.
  • Prepares, reviews and interprets contracts for completeness, accuracy, balance of power, state statute compliance and/or conformance with bidding specifications, purchasing guidelines, code requirements and governmental/agency regulations.
  • Coordinate with contract originator to resolve any complaint/deficient contractual items through revision, to ensure the legal and financial interests of the Sheriff's Office are protected.
  • Coordinates the internal approval and rewriting of agreements, negotiates terms with vendors and obtains final signatures from all parties.
  • Secures Certificates of Insurance (Cols) and copies of applicable license(s).
  • Researches and addresses any contract related issues.
  • Assesses vendor performance to ensure products, service, quality and pricing are in compliance with contract terms and identify/draft amendments to existing contracts as the need arises.
  • Compose well-written and timely contract/vendor related letters and correspondence as needed.
  • Reviews all contract renewals for accuracy, completeness, and suitability for acceptance, submitting the reviewed contract and recommended revisions to the appropriate authority for final disposition.
  • Completes internal review process of contracts for compliance, in accordance with agency policies.
  • Collaborates with agency's Relationship Manager to evaluate vendor performance and to develop strategies to mitigate any deficiencies in delivery of products/services in meeting contractual requirements.
  • Responsible for researching and confirming cooperative purchasing agreements for requisitions.
  • Coordinates with Purchasing Specialist II to establish and accurately updates vendor files per changes in contracts and/or agreements.
  • Suggests revisions to general orders, and standard operating procedures which affect internal processes related to procurement transactions.
  • Responds to questions concerning the interpretation, requirements, terms and limitations of contracts and agreements.
    • Maintains contract portfolio, including MOUs, in the contract management software, tracking all agreements and related information (e.g., vendors information, licenses, insurance, certifications, etc.) and proactively ensures agreements are renewed timely.
    • Notifies and collaborates with Relationship Manager to review/renew contracts timely.
    • Monitors contract portfolio to perform proper close-out, extension or renewal of agreements.
    • Prepares and/or amends purchase orders for initial term, amendments, extensions or change orders.
    • Acts as Custodian of Records for all contracts, MOUs and related documents for the agency.
    • Prepares response for Public Records Requests pertaining to contracts and agreements for review by the Controller.
    • Ensures that all retained documentation is stores in a manner that facilitates ready retrieval as necessary.
    • Ensures continuity and operational efficiency is obtained through accurate and timely dissemination of information consistent with agency policy and procedures.
    • Performs due diligence, contractual, ongoing monitoring, and termination activities to ensure completeness, accuracy, and timely contract portfolio management.
    • Provides regular (monthly) contract portfolio and pipeline status reports to the Purchasing Manager, Controller and/or Chief Financial Officer.
    • Informs Purchasing Manager and/or Chief Financial Officer of any notable concerns with 3rd party relationships and/or monitoring results.
    • Strong time management skills and successfully handles multiple projects simultaneously.
    • Strong analytical thinking and problem-solving skills to ensure procurement goals are met.
    • Collaborative team player to ensure Contract Portfolio Management goals are met in a timely manner.
    • Strong work ethic, able to work independently in a team environment.
    • Displays negotiation and interpersonal skills, using professional composure and courtesy.
    • Is resourceful and utilizes problem solving skills and delivers high quality work products.
    • Displays high standards of professional behavior.
    • Processes applicable incoming and outgoing documents and/or files in a timely manner consistent with supervisory direction and/or agency policies/procedures.
    • Participates in cross-training with other co-workers; assists those co-workers when the need arises and learns new tasks by working together as a team.
    • Reports identified or potential maintenance, safety, and/or non-compliance findings, hazards, and incidents to the appropriate personnel and/or department.
    • Timely completes all assignments, special projects, and budgetary requirements (if applicable) as directed, adhering to applicable agency policies.
    • Adheres to leave and attendance policies, including punctual arrival and completing full shifts. Informs the supervisor about illness or untimely incidents, reports overtime hours worked, and timely submits timesheet, attendance, and leave requests.
    • Regularly checks assigned mailbox, phone calls, PowerDMS, and email messages, responding promptly and professionally.
    • Makes assigned chain of command aware of anything noteworthy.
    • Responds to supervision, guidance, direction, and feedback from executive staff and superiors in a receptive manner and in accordance with agency policies.
      • Conducts themselves in a polite, helpful, courteous, ethical, and professional manner, abiding by the established code of ethics, and demonstrates a courteous and professional image when engaged in any activity with the public.
      • Cultivates positive working relationships with colleagues and other agency units to enhance work area output and services in line with agency policies.
      • Demonstrates an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and coworkers.
      • Actively participate in job-specific training.
      • Operates and performs minor repairs for office equipment to manufacturer's specifications and/or within the specified parameters pursuant to agency policies.
      • Performs other duties as assigned.

Qualifications and Requirements
Minimum Education, Experience and Requirements:

• Bachelor's Degree from an accredited college or university in a related business/legal field.
• Three (3) years of relevant work experience required.
• Associate's Degree with six (6) years of relevant work experience may substitute for the four (4) year degree and meet the work experience requirement.
• Proficient in Microsoft office products
• Speak and understand the English language
• The following items (or authorized equivalents) may be required at various steps in the application process:
  1. Driver's License
  2. Birth Certificate
  3. Social Security Card
  4. Form DD214 for all periods served in the military
  5. GED or High School Diploma and Sealed Transcripts from the highest level of education
  6. FDLE Authority for Release (notarized)

Certification, Licenses and Registrations Requirements:

• Certified Third Party Risk Professional or paralegal designation preferred.

Supplemental Information
Salary is negotiable for full-time positions prior to initial hire, if requested, based on verified experience up to step five (5) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions.
Benefits for full time positions include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more. Benefits are effective the 1st of the month after a full 30 days worked. For more information on benefits, please visit
The duration of the selection process may range from one (1) to three (3) months and may vary based on the number of applicants and/or urgency of filling the vacancy.
If accommodations are required throughout any portion of the hiring process, please contact our Human Resources team at
All positions at the Clay County Sheriff's Office have testing requirements to determine eligibility. All selected candidates will complete a drug screening, polygraph examination and a comprehensive background investigation as a condition of employment. Sensitive and/or confidential aspects of candidates' personal lives may be explored during this process (including driving, drug usage, criminal, employment, and residential histories).
Any job qualifications or requirements listed in this job posting are susceptible to written and/or physical testing. This testing may be included in the competitive selection process.
Reapplication/Retesting of discontinued or disqualified applicants is available after 365 days.
This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application at
Clay County Sheriff's Office offers excellent benefits packages outlined below. Benefits are effective the first day of the month after 30 days worked for benefit-eligible employees.
Coverages are provided through the Clay County Board of County Commissioners. You can visit their benefits page

• Medical Coverage

Comprehensive medical coverage through Florida Blue at competitive rates.Medical coverage is available to all benefit-eligible employees and their eligible dependents.Employees have a choice from two plans, both of which are Preferred Provider Option Plans. In addition to a high subsidy of the premiums, the Sheriff's Office contributes up to 50% of the deductible for the High Deductible- HSA Plan. Family Deductible = $ 4,200.00 Contribution of up to $ 2,100.00 per year
Single Deductible = $ 2,100.00 Contribution of up to $ 1,050.00 per year Dental Coverage
A choice of two dental plans, with the Sheriff's Office covering 100% of the single premium under the Low Plan. The employee will pay the difference in the premium cost if they elect family coverage. Life Insurance
Basic life and accidental death and dismemberment (AD&D) life insurance coverage of $ 20,000 is provided for each benefit-eligible employee. Benefit-eligible employees may purchase additional coverage for themselves, their spouse,and dependent children through the Supplemental Life Insurance program. Long Term Insurance
Benefit-eligible employees may purchase long term insurance through the County's provider for life insurance at affordable rates. Supplemental Insurance
Supplemental Insurances such as short-term disability, hospital, cancer, and accidentare available through Aflac, Colonial Life, and Liberty. Vision Insurance
A voluntary vision plan at affordable rates. Employee Assistance Program (EAP)
A comprehensive employee assistance program, provided by Aetna,which includes counseling, education, and referral services for employees and their eligible family members. EAP services are strictly confidential. Vacation/Sick Leave/Personal Time Off
Full-time employees accrue Personal Time Off (PTO) per year;the accrual rate will increase depending on their length of service with the Sheriff's Office. Holiday Pay
The Sheriff's Office has eleven paid holidays and birthday leave for full-time employees.

• New Year's Day
• Martin Luther King Day
• President's Day
• Memorial Day
• Independence Day
• Labor Day
• Veteran's Day
• Thanksgiving and the day after Thanksgiving
• Christmas Eve
• Christmas Day

Retirement Plans
The Sheriff's Office participates in the Florida Retirement System. Employees have a choice from two plans under the FRS:Pension Plan and Investment Plan. The Sheriff's Office makes a contribution as set by the Florida legislature towards the plan of choice for each employee and the employee makes a contribution of 3%. Deferred Compensation Plans
Employees may also elect to participate in the County's deferred compensation plan, which offers a choice from two providers:Mass Mutual and Nationwide. Contributions are voluntary by the employee and made on a pre-tax basis. Pre-Tax Benefits
Certain payroll deductions can be taken on a before-tax basis. These include medical and dental premiums, FRS plan contributions, and high deductible plan contributions. Other Benefits include:

• Tuition Reimbursement
• Florida Deputy Sheriff's Association Membership
• Onsite Wellness/Fitness Center *not all locations
• Military Service Leave
• Bereavement
• Direct Deposit Payroll

*Temporary, Part-time, and Seasonal employees are not paid for holidays and are not eligible for benefits.
01
Are you at least 18 years old?

• Yes
• No

02
Do you possess a valid Driver's License?

• Yes
• No

03
Do you have a high school diploma or equivalent?

• Yes
• No

04
Are you legally authorized to work in the United States? In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form (I-9) upon hire.

• Yes
• No

05
Have you received three (3) or more moving violations within the past 24 months?

• Yes
• No

06
Have you been convicted of a DUI within the last five (5) years for law enforcement/corrections applicants or three (3) years for civilian applicants, or ever as a law enforcement officer/corrections officer (including military police)?

• Yes
• No

07
Do you have any convictions for Domestic Violence?

• Yes
• No

08
Have you ever received a military discharge not classified as "Honorable"? (Ex. General, Administrative, Other Than Honorable, Uncharacterized, etc...)

• Yes
• No

09
Visible tattoos determined to be inappropriate or offensive must be covered while at work. Do you have any tattoos above the collarbone (i.e. neck, face or behind the ear)? If yes, describe the tattoo and the location of the tattoo.
10
For the next seven (7) questions --The Clay County Sheriff's Office recognizes an irrevocable responsibility in maintaining the public trust concerning the maintenance of a Drug Free Workplace and the office's responsibility to be in compliance with the Drug-Free Workplace requirements as established in the Anti-Drug Abuse Act enacted by the United States Congress in 1988 and the Florida Drug Free Workplace programs requirements, F.S.S. 440.101 and F.S.S. 440.102 and Chapter 59A of the Florida Administrative Code.The U.S. Court of Appeals, 5th Circuit in Davis v. City of Dallas (no. 84-1814 - November 26, 1985) determined that a requirement prohibiting recent or excessive drug usage is job related.Use of CBD oil can, in some circumstances, result in a positive result for THC during a drug test. A drug test that confirms a positive result for THC will disqualify the applicant from employment. The Sheriff reserves the right to disqualify an individual based upon the totality of the drug use circumstances. Please enter your initials to confirm that you have read and understand these statements.
11
During your lifetime have you ever fraudulently used prescriptions to obtain or use drugs?

• Yes
• No

12
During your lifetime have you ever illegally used heroin, opium, Fentanyl or any derivative of heroin or opiates?

• Yes
• No

13
During your lifetime have you ever sold, distributed or conspired to distribute illegal drugs, except as required by official law enforcement duties?

• Yes
• No

14
During your lifetime have you ever used any illicit drug after first employment or appointment in the law enforcement field except in connection with official duties?

• Yes
• No

15
During your lifetime have you ever used methamphetamine, Rohypnol (Rooffies), GHB (Gamma Hydroxy Butyrate, also known as Grievous Bodily Harm) or similar illegal drugs in any amount?

• Yes
• No

16
Have you used marijuana or hash recreationally during the past 12 months?

• Yes
• No

17
Minor experimentation, as a juvenile, of the drugs listed in the following question, will be considered on a case by case basis. NO chronic usage will be considered. Have you, as an adult, used Cocaine, Illegal steroids (not prescribed), Quaaludes, LSD, M.D.M.A. (Ecstasy, Molly) or PCP within the past 5 years?

• Yes
• No

18
Do you have a Bachelor's Degree from an accredited college or university in a related business/legal field? OR an Associate's Degree with six (6) years of relevant work experience that may substitute for the four (4) year degree and meet the work experience requirement.

• Yes
• No

19
Do you have three (3) years of relevant work experience? OR an Associate's Degree with six (6) years of relevant work experience that may substitute for the four (4) year degree and meet the work experience requirement.

• Yes
• No

Required Question