This position serves as a Contract Specialist for the ECS Consultant Contracts Branch. This position is responsible for the management of contracts in various stages of contract management* (see below) from approval through negotiating to contract closeout. Provides technical support and guidance to ADOT staff, other local and state governmental agencies, and private industries as they relate to ECS procedures. Ensures contracts are compliant with contract terms and conditions, as well as federal and state statutes (including Arizona Prompt Pay Law-ARS 28-411). Negotiates difficult, complex, time-sensitive contracts/projects and/or manage. Conducts and/or participates in internal quality process improvement teams which collaboratively work to prepare, recommend, and implement procedural changes.
Prepares Request for Statement of Qualifications packages; prepares new contracts from inception to execution of contract; trains ADOT personnel in the contracting process; monitors contracts and related expenditures; creates resolutions for problems; processes final audits, progress payments, contract modifications, and contract extensions; assists in preparation of fiscal and statistical reports and performs special projects as requested.
Process Contract Modifications on active contracts based on each contract's terms and conditions. Ensure modifications are processed in accordance with current ECS contract modification processes and are complete, accurate, and compliant with contract terms and conditions
Perform all tasks related to the advertisement and selection of all contract types, including preparation of the Request for statement of Qualifications and consultant selection
Process Requests for Payments on active contracts based on each contrast's compensation clause, ensuring compliance with the 20 Arizona Prompt Pay Law (ARS 28·411). In partnership with ADOT Finance Department/ADOT Project Manager, ensure TRACS numbers are open/correct, and funding is available
Negotiate contracts with consultants after selection in partnership with ADOT Project Manager. Assemble final contract and distribute documentation after Notice to Proceed
Prepare a variety of administrative and management reports. Participate in internal quality process improvement teams which collaboratively work to prepare, recommend, and implement procedural changes to improve accuracy, consistency, and efficiency in business operations
Federal/State Laws/Statutes to ensure compliance of all contract requirements terms & conditions through the life of the contract
Correct understanding & good use of legal contractual language
Online evaluation criteria/process/ analysis techniques to review, analyze, evaluate and/or determine action(s) required to process various documents received
Terminology required to prepare documents that are acceptable to ADOT, in the best interest/protecting the liability of the State
Operational procedures of an engineering organization to determine appropriateness of proposed costs during contract negotiations
Fundamentals of budget development/expenditure control/ funding rules/regulations to determine type of contract compensation
Organizing and prioritizing work assignments to ensure no project delays while processing contracts and/or agreements
Reviewing and approving payment reports and monitoring expenditures
Microsoft Excel, Word, Adobe Acrobat, and Google products
Oral and written communications
Building and maintaining effective working relationships with internal customers, consultant community, and other departments
Summarizing technical information, organizing completion schedules, planning and prioritizing work activities
Has a natural inclination for curiosity and a passion about the business
Establish open channels of communication across the departments, including being proactive while communicating and readily addressing tough issues directly
Experience in qualifications-based selection processes and management of Architectural and Engineering contracts.
Experience as a Contract Management Specialist I, where monitoring contractual expenditures and execution of contract modifications was used.
This position requires possession of a valid Arizona Class D Driver License. Candidates for this position must complete page 7 and sign the Driver Form on page 8 of the State of Arizona Application for Employment at the time of interview, which will allow ADOT to obtain the candidate's motor vehicle record (MVR). The most recent 39-month period shown on the MVR will be reviewed in accordance with A.A.C. R2-10-207.11 (H) and (I). The review must show an acceptable driving record prior to any offer of employment being made by ADOT. Employment is contingent upon an acceptable MVR.
The Arizona Department of Administration offers a comprehensive benefits package to include:
• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
Mandatory participation in the Arizona Retirement System (ASRS) is required
Arizona State Government is an EOE/ADA Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 712-7279. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.
ARIZONA MANAGEMENT SYSTEM (AMS)
All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress. Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.
State employees are highly engaged, collaborative and embrace a culture of public service.
The State of Arizona is an Equal Employment Opportunity Employer.