Texas Department of Transportation
Contract Specialist I, II, III, or IV
Texas Department of Transportation, San Antonio, Texas, United States, 78208
Overview
Performs advanced contract duties to include developing, analyzing, evaluating, reviewing, processing, ensuring applicable compliance, inspecting, implementing and monitoring contracts. Work requires extensive contact with governmental officials and private entities. Employees at this level establish their own work plan and priorities to meet set objectives. Issues are rarely referred to the supervisor but are handled at the occurrence. Essential Duties
Contract Specialist I: Assists in developing plans for implementing new contract evaluation requirements. Assists in developing, writing or revising contracts, amendments, procedures, forms, related documents and provisions. Assists in printing, collating, preparing documents and binding contracts/manuals for distribution. Assists in receiving payments, preparing deposit vouchers and entering data in an automated information management system. Assists in researching state and federal statutes and opinions, Department policies and previous contracts. Assists in reviewing compliance of minority participation goals in consultant contracts. Audits payment invoices for completeness, accuracy and compliance with terms of contract and governmental contracting rules, regulations and procedures. Conducts audits, researches and identifies problems with proposals, contracts, contractors or lettings and proposes solutions. Coordinates, reviews, processes and monitors third party advanced funding agreements and supplemental agreements. Ensures contracts are payable and meet all legal requirements. Executes agreements and contracts. Maintains, updates and compiles detailed data, reports, summaries, files, records, logs, statistics or specific contracts including procurement documents and revisions; writes routine and unique correspondence. Meets with project managers to identify objectives, needs and issues concerning project contracts. Prepares financial/statistical graphs and reports. Provides technical and administrative support to include reviewing, processing, answers questions, provides assistance and handles complaints and resolution of discrepancies and problems regarding contracts, billing, payment and warrant actions. Reviews contracts, amendments, subcontracts, procurement documents, change orders, work orders, supplemental agreements, time extensions, acceptance testing and consultant qualifications. Reviews coordinates and processes routine open records requests. Performs other job responsibilities as assigned. Contract Specialist II: In addition to the duties listed above, assists with presentations at local, state and federal levels. Reviews, interprets and clarifies statutes, regulations, standard policies and procedures to ensure compliance with Department and governmental regulations. Contract Specialist III: In addition to the duties listed above, researches state and federal statutes and opinions, Department policies and previous contracts. Reviews contracts, amendments, subcontracts, procurement documents, change orders, work orders, supplemental agreements, time extensions, acceptance testing and consultant qualifications. Confers with legal staff and management on various legal matters. Provides technical and administrative support to include reviewing, processing, answers questions, provides assistance and handles complaints and resolution of discrepancies and problems regarding contracts, billing, payment and warrant actions. Reviews construction field changes and change order notices to determine if funding agreements or supplemental agreements are required. Contract Specialist IV: Acts as a liaison with Regional Mobility Authorities, Metropolitan Planning Organizations, districts, divisions and other state Department of Transportation agencies concerning contract administration systems. Confers with legal staff and management on various legal matters; inspects and reviews contracts for compliance with certification requirements, laws, regulations, policies, and procedures. Develops, writes, revises and prepares complex contracts, amendments, procedures, forms, related documents and provisions, financial/statistical graphs and reports. Negotiates contract renewals and amendments. May serve as project leader. Researches state and federal statutes and opinions, Department policies and previous contracts. Reviews compliance of minority participation goals in consultant contracts. Sets up expenditure authorizations. Minimum Qualifications
All Levels: Education: Bachelor’s Degree in Business Administration, Finance or related field. Relevant work experience may be substituted for degree on a year per year basis. Substitutions for Minimum Qualifications. Related graduate level education may be substituted for experience on a year per year basis. Licenses and Certifications: Valid driver’s license. This position requires driving a state vehicle. Experience: Contract Specialist I: 1 year in contract administration, administrative support, bookkeeping or accounting. Contract Specialist II: 2 year in contract administration, administrative support, bookkeeping or accounting. Contract Specialist III: 3 year in contract administration, administrative support, bookkeeping or accounting. Contract Specialist IV: 4 year in contract administration, administrative support, bookkeeping or accounting. Competencies: Applicable computer operating systems and relevant applications Contract negotiation, development and management methods Contract administration/management systems Applicable laws, rules, and regulations Developing, interpreting, and implementing policies, procedures, and technical information Scheduling work assignments Maintaining effective working relationships with others Collecting, sorting and compiling data Analyzing and organizing business and technical data Administrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records management Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency Prioritizing and organizing work assignments Using standard office equipment Preparing and maintaining confidential and sensitive records, files, and reports Training in a classroom, office, or field environment Using computers, applicable programs, applications, and systems Exercises logic and reasoning to define problems, establish facts and draw valid conclusions; makes decisions that support business objectives and goals Contract writing and specifications Contract development and oversight Legal terminology Monitoring contracts and procedures Researching, analyzing, and interpreting policies and state and federal laws and regulations specific to functional area Public relations for maintaining effective working relationships with individuals and groups, both internal and external Leading, assigning, reviewing, and monitoring the work of others Developing and giving presentations Contract billing procedures Persuasion and negotiation of critical issues Writing, reviewing and revising documents to include engineering notes, specifications, standards and procedures Contract development and oversight Contract negotiation, development and management methods Contract administration/management systems Applicable laws, rules, and regulations Legal terminology Generally accepted accounting principles, procedures, and terminology Developing, interpreting, and implementing policies, procedures, and technical information Scheduling work assignments Analyzing business, technical, and managerial problems and developing, recommending, and implementing effective solutions Maintaining a safe and effective working relationship with others Physical Requirements and Working Conditions: Sedentary work: Lift up to 10 lbs at a time and occasionally carry files/small tools Light work: Lift up to 20 lbs at a time and frequently lift or carry objects up to 10 lbs Standing-prolonged periods of time Repetitive Motion-substantial movements of the wrists, hands, and fingers Close Visual Acuity-work includes data/figures; view a computer screen; extensive reading Conditions of Employment: Standard Conditions of Employment (TxDOT)
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Performs advanced contract duties to include developing, analyzing, evaluating, reviewing, processing, ensuring applicable compliance, inspecting, implementing and monitoring contracts. Work requires extensive contact with governmental officials and private entities. Employees at this level establish their own work plan and priorities to meet set objectives. Issues are rarely referred to the supervisor but are handled at the occurrence. Essential Duties
Contract Specialist I: Assists in developing plans for implementing new contract evaluation requirements. Assists in developing, writing or revising contracts, amendments, procedures, forms, related documents and provisions. Assists in printing, collating, preparing documents and binding contracts/manuals for distribution. Assists in receiving payments, preparing deposit vouchers and entering data in an automated information management system. Assists in researching state and federal statutes and opinions, Department policies and previous contracts. Assists in reviewing compliance of minority participation goals in consultant contracts. Audits payment invoices for completeness, accuracy and compliance with terms of contract and governmental contracting rules, regulations and procedures. Conducts audits, researches and identifies problems with proposals, contracts, contractors or lettings and proposes solutions. Coordinates, reviews, processes and monitors third party advanced funding agreements and supplemental agreements. Ensures contracts are payable and meet all legal requirements. Executes agreements and contracts. Maintains, updates and compiles detailed data, reports, summaries, files, records, logs, statistics or specific contracts including procurement documents and revisions; writes routine and unique correspondence. Meets with project managers to identify objectives, needs and issues concerning project contracts. Prepares financial/statistical graphs and reports. Provides technical and administrative support to include reviewing, processing, answers questions, provides assistance and handles complaints and resolution of discrepancies and problems regarding contracts, billing, payment and warrant actions. Reviews contracts, amendments, subcontracts, procurement documents, change orders, work orders, supplemental agreements, time extensions, acceptance testing and consultant qualifications. Reviews coordinates and processes routine open records requests. Performs other job responsibilities as assigned. Contract Specialist II: In addition to the duties listed above, assists with presentations at local, state and federal levels. Reviews, interprets and clarifies statutes, regulations, standard policies and procedures to ensure compliance with Department and governmental regulations. Contract Specialist III: In addition to the duties listed above, researches state and federal statutes and opinions, Department policies and previous contracts. Reviews contracts, amendments, subcontracts, procurement documents, change orders, work orders, supplemental agreements, time extensions, acceptance testing and consultant qualifications. Confers with legal staff and management on various legal matters. Provides technical and administrative support to include reviewing, processing, answers questions, provides assistance and handles complaints and resolution of discrepancies and problems regarding contracts, billing, payment and warrant actions. Reviews construction field changes and change order notices to determine if funding agreements or supplemental agreements are required. Contract Specialist IV: Acts as a liaison with Regional Mobility Authorities, Metropolitan Planning Organizations, districts, divisions and other state Department of Transportation agencies concerning contract administration systems. Confers with legal staff and management on various legal matters; inspects and reviews contracts for compliance with certification requirements, laws, regulations, policies, and procedures. Develops, writes, revises and prepares complex contracts, amendments, procedures, forms, related documents and provisions, financial/statistical graphs and reports. Negotiates contract renewals and amendments. May serve as project leader. Researches state and federal statutes and opinions, Department policies and previous contracts. Reviews compliance of minority participation goals in consultant contracts. Sets up expenditure authorizations. Minimum Qualifications
All Levels: Education: Bachelor’s Degree in Business Administration, Finance or related field. Relevant work experience may be substituted for degree on a year per year basis. Substitutions for Minimum Qualifications. Related graduate level education may be substituted for experience on a year per year basis. Licenses and Certifications: Valid driver’s license. This position requires driving a state vehicle. Experience: Contract Specialist I: 1 year in contract administration, administrative support, bookkeeping or accounting. Contract Specialist II: 2 year in contract administration, administrative support, bookkeeping or accounting. Contract Specialist III: 3 year in contract administration, administrative support, bookkeeping or accounting. Contract Specialist IV: 4 year in contract administration, administrative support, bookkeeping or accounting. Competencies: Applicable computer operating systems and relevant applications Contract negotiation, development and management methods Contract administration/management systems Applicable laws, rules, and regulations Developing, interpreting, and implementing policies, procedures, and technical information Scheduling work assignments Maintaining effective working relationships with others Collecting, sorting and compiling data Analyzing and organizing business and technical data Administrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records management Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency Prioritizing and organizing work assignments Using standard office equipment Preparing and maintaining confidential and sensitive records, files, and reports Training in a classroom, office, or field environment Using computers, applicable programs, applications, and systems Exercises logic and reasoning to define problems, establish facts and draw valid conclusions; makes decisions that support business objectives and goals Contract writing and specifications Contract development and oversight Legal terminology Monitoring contracts and procedures Researching, analyzing, and interpreting policies and state and federal laws and regulations specific to functional area Public relations for maintaining effective working relationships with individuals and groups, both internal and external Leading, assigning, reviewing, and monitoring the work of others Developing and giving presentations Contract billing procedures Persuasion and negotiation of critical issues Writing, reviewing and revising documents to include engineering notes, specifications, standards and procedures Contract development and oversight Contract negotiation, development and management methods Contract administration/management systems Applicable laws, rules, and regulations Legal terminology Generally accepted accounting principles, procedures, and terminology Developing, interpreting, and implementing policies, procedures, and technical information Scheduling work assignments Analyzing business, technical, and managerial problems and developing, recommending, and implementing effective solutions Maintaining a safe and effective working relationship with others Physical Requirements and Working Conditions: Sedentary work: Lift up to 10 lbs at a time and occasionally carry files/small tools Light work: Lift up to 20 lbs at a time and frequently lift or carry objects up to 10 lbs Standing-prolonged periods of time Repetitive Motion-substantial movements of the wrists, hands, and fingers Close Visual Acuity-work includes data/figures; view a computer screen; extensive reading Conditions of Employment: Standard Conditions of Employment (TxDOT)
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