NORTHWEST INDEPENDENT SCHOOL DISTRICT

Job Title: Contract Specialist (0468)

Reports To: Executive Director of Purchasing

Dept. /School: Financial Services

Wage/Hour Status: Exempt                                      

Pay Grade: A22

Duty Days: 235

Date Revised: 11/2024

Primary Purpose:

The Contract Specialist is responsible for administering the life cycle of existing and new contracts to support the district’s requirements for products and/or services, ensuring compliance with financial, legal and District requirements.

Qualifications:  

• College degree/hours preferred, high school diploma or GED required
• Two years purchasing and/or contract management experience
• Successful work experience in school environment preferred
• Professional certification preferred
• Working knowledge of Texas governmental purchasing laws
• Self-motivated, organized, and detail-oriented
• Strong organizational, communication, and interpersonal skills
• Excellent telephone and public relations skills
• Knowledge of Purchasing Requisition System and electronic bidding system preferred
• Knowledge of Texas procurement laws, regulations, and contract management guidelines
• Knowledge of electronic contract execution system including workflow process

Major Responsibilities and Duties:

1. Maintain thorough knowledge of district procedures and state law with respect to procurement.
2. Develop and maintain contracts from solicitations (bids, RFP’s and CSP’s) through an electronic bidding system
3. Skills in interpreting legal clauses and provisions and negotiating most favorable contract terms.
4. Detail oriented and able to clearly outline product/service specifications and scopes of work
5. Works collaboratively within the Purchasing department under general supervision from the Executive Director
6. Consults and confers with appropriate District staff regarding the development of contract objectives and solicitation scopes of work
7. Evaluates and confirms bids and proposals; compiles, validates and processes required documentation; recommends approval and obtains necessary signatures within scope of authority.
8. Analyzes and negotiates vendor proposals/agreements, including purchase price, contract terms and/or scopes of work.
9. Administers supplier and independent contractor contracts by tracking deadlines, supplier performance, and other legal requirements of the contract
10. Maintains accuracy of contract management system/electronic database
11. Reviews contract awards to assure compliance with Federal, State Law and Local policies
12. Establishes and maintains complex files related to contracts and legal issues. Maintains file integrity and confidentiality by adhering to organizational policies and procedures
13. Collaborates to initiate and coordinate the extension or rebidding of existing contracts, as needed
14. Establishes and maintains effective working relations with co-workers, internal customer and vendor community.
15. Work cooperatively with district personnel to determine purchasing contract specifications, sources, availability, pricing and other terms as needed.
16. Maintain confidentiality.
17. Analyze quotations and make recommendations regarding the awarding of contracts.
18. Confer with supplier representative to ensure full understanding of bid and contract requirements and to keep familiar with new or revised products, price changes, or other information that could materially affect purchasing.
19. Perform other related duties as assigned.

Supervisory Duties:

N/A

Equipment Used:

Personal computer, printer, copier, calculator, and fax machine.

Working Conditions:

Work with frequent interruptions. Maintain emotional control under stress. Repetitive hand motions. Prolonged use of the computer. Position requires frequent bending, stooping, twisting, pulling, overhead reaching, sitting, and keyboarding. Position requires the ability to lift 25 pounds to waist high.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned, alternative methods of performing your duties, or skills that may be required.