Contract Specialist

Salary: $72,564.00 - $99,778.00 Annually
Location : Scottsdale, AZ
Job Type: Full-Time
Job Number: 100979-240920
Department: Finance
Opening Date: 09/23/2024
Closing Date: Continuous
Definition
**IF YOU PREVIOUSLY APPLIED FOR THIS POSITION, YOU DO NOT NEED TO RE-SUBMIT YOUR APPLICATION**
Definition: Under general supervision of the SRPMIC Finance Purchasing Manager. This position performs contract administration for all SRPMIC Departments; includes the preparation, review, submission and renewal of contracts to completion. Collaborates with Departments to determine specific contract/grant requirements and desired outcomes for services and products contracted. The key focus areas are coordinating the timely submission and acceptance of contract applications and maintaining contract compliance per policy and procedures; and ensuring contract accuracy and on-time systems administration. This job class is treated as FLSA Exempt.
Essential Functions: (Essential functions may vary among positions, but may include the following tasks, knowledge, abilities, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.)
Examples of Tasks
1. Facilitates the writing of contracts and maintains them within the system of record.

• Reviews contract documents, specifications, and general provisions with the ability to disseminate critical and relevant information.
• Ability to analyze and interpret moderately complex contracts using high-level reading and writing skills.
• Identifies contractual risk issues, conducts analysis of significant contractual risk, and proposes appropriate solutions in accordance with policies.
• Understands and interprets contractual insurance and indemnification requirements; reviews proof of insurance documents.
• Communicates efficiently and effectively with all stakeholders.
• Assists Departments in drafting/amending/negotiating contracts.
• Acts as primary contact for all Community Departments contracts and provides timely responses to all questions and concerns.

2. Ensures all SRPMIC contracts are in compliance with Community procedures and policies.

• Conducts proactive daily operations of Contracts Compliance services and establishes and maintains desktop procedures to improve operational efficiency.
• Monitors and keeps Departments informed of the status of all contracts application submittals.
• Submits proposed contracts up through the approval chain for review/approval before submission to the Office of General Counsel (OGC) for final approval.
• Ensures overlap contracts between Departments are consolidated to the betterment of the Community.
• Ensures contracts are kept up to date prior to running out of funds and or date expiration via PeopleSoft queries; and escalates to Departments any needed amendments to add funds or add timing to bring contracts up to date.
• Communicates contract awards in a timely manner to all appropriate stakeholders.
• Maintains complete files of contracts applications along with supporting documentation (includes compliance with Certificates of Insurance, state licenses, and business licenses (etc.) within required systems (PeopleSoft and DocuSign).
• Proposes resolutions to contractual audit findings to Finance Management for review/approval.

3. Miscellaneous:

• Performs other job related duties as assigned by the Purchasing Manager, Purchasing Supervisor, or Finance Director.

Knowledge:

• Culture, customs, traditions, and history of the Salt River Pima-Maricopa Indian Community.
• PeopleSoft FSCM & DocuSign systems.
• Standard SRPMIC and more complicated contracts and purchase orders.
• Data analysis tools and techniques.
• Best practices quality assurance tools and techniques.
• Processes and procedures for implementing and administering various federal and state grants and contracts.
• Principles and practices of contract administration as applied to SRPMIC Government.
• Pertinent federal, state and local laws, codes and regulations.
• Business letter writing and basic report preparation.
• Principles and procedures of record keeping.
• Computer applications such as word processing, spreadsheets, and statistical databases.
• Principles of customer service.

Skills:

• Using personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.
• Establishing and maintaining effective working relationships with Purchasing, Departments staffs, Management, and suppliers.
• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
• Interpreting and applying federal, state, and local policies, laws, and regulations.
• Contract management and oversight.
• Responding to inquiries and in effective oral and written communication.
• Applying project management techniques and principles.
• Writing, reviewing and modifying contract terms.
• Attention to detail in the thorough review of information to ensure accuracy and completeness.

Minimum Qualifications

• Education & Experience: Associate's degree in Supply Chain Management with emphasis in contracting or a closely related field and experience equivalent to three (3) years of full-time work experience in, contracting including grant contracts.
  • Bachelor's degree in Supply Chain Management with emphasis in contracting or a closely related field preferred
  • Experience in Contracts Administration preferred.
  • Experience and understanding of Grant, State, and Federal practices.
  • PeopleSoft Financials, DocuSign, and SharePoint experience a plus.
  • Familiarity with Federal, State and City Procurement Regulation.

• Equivalency: Any equivalent combination of education and/or experience that would allow the candidate to satisfactorily perform the duties of this position, will be considered.
  
• Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements
Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check.
"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.
In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).
Documents may be submitted by one of the following methods:
1) attach to application
2) fax (480) 362-5860
3) mail or hand deliver to Human Resources.
Documentation must be received by position closing date.
The IHS/BIA Form-4432 is not accepted.
Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.
The SRPMIC offers a comprehensive benefit package including medical, dental, vision, life, disability insurance, and a 401(k) retirement plan. In addition employees enjoy vacation and sick leave and 13 paid holidays.