Contract Specialist

City of Highland Park. IL - Highland Park, IL

Full-time | Contract$51,000 - $77,000 a year
Prepares bid documents and publishes public notices in compliance with the City's Purchasing Policy and Corporation Counsel's boilerplates/templates. Ensures contracts are in compliance with State regulations, including prevailing wage regulations.
Utilizes web-based software for bidding projects. Conducts bid openings, tabulates and reviews data; recommends award based on price and conformance to specifications. Provides bid information in the Requests for Council Actions.
Tracks, organizes, prepares, maintains and files contract documents for various services, materials and equipment related to Public Works operations and facilities.
Issues correspondence and documents for purchases and contracts,; includes notice to proceed to contractor, letters of credit, change orders, etc.
Tracks and monitors contractor compliance with state Prevailing Wage Act.
Reviews all contract procurement documents submitted by contractors and bidders for completeness.
Performs primary response as Freedom of Information Officer for Public Works and coordinates response with City Clerk, if necessary.
Performs other related duties as requested.
Education and Experience

Required Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

An associate's degree in business or a related field with major course work in procurement or business administration or a combination of education and experience.

Five years of progressive responsibility in an office/ administrative setting. At least two years of experience with contract process and procedures preferred.

Certification or License:
A valid driver's license is required.

Required Knowledge, Skills, and Proficiencies:
Thorough knowledge of business English, grammar, punctuation, and arithmetic; the principles and methods of office management and standard office procedures, systems, and equipment; the functions, laws, rules, regulations, and policies of the City or the ability to acquire such knowledge during a reasonable period of training.

Working skill in exercising good judgment, maintaining confidentiality, and making responsible decisions in accordance with established policies and procedures; prioritizing, organizing, and performing work independently; exceptional skill in operating a personal computer with the software and programs necessary to perform the work of the department; planning and maintaining complex office and record keeping sequences and systems; communicating effectively orally and in writing; composing and preparing correspondence.

Working skill in establishing and maintaining effective working relationships with public officials, employees, staff, resource and community organizations, and the general public and to effectively and discreetly convey information.

Supplemental Information

Safety Functions:
Becomes familiar with and observes all applicable safety and security policy/procedures
Immediately reports all unsafe conditions and acts to supervisor
Keeps work area clean, orderly, and free of hazards
Adheres to all safety rules and established work procedures
Maintains appropriate physical fitness to perform essential job functions.

Work Environment:
The work environment is an office setting with low to moderate noise wherein the work is largely sedentary. There is significant contact with vendors and contractors, usually via the telephone or electronic communication.

Bloodborne Pathogens:

Tools and Equipment Used:
Office equipment including a computer with Windows and Microsoft Office Suite, copier, printer, scanner, fax machine, postage machine and phone.