Contract Specialist

California State University - California4.3

Full-time | ContractEstimated: $54,000 - $75,000 a year
Maritime Academy
Job ID: 103200

Job Title:
Contract Specialist

Appointment Type:

Time Base:

Date Posted:July 17, 2019 Closing Date:
Open until filled

Benefits Link:
CSUEU (Unit 2, 5, 7, 9)

Link to Apply Online:

Campus Employment Homepage:

Under general supervision, the Contract Analyst will perform a variety of analytical duties in support of the Contracts and Procurement Office. Contract Administration activities include the ability to analyze, negotiate, write, and review contracts for the University and Auxiliaries. In addition, the incumbent will prepare and maintain a variety of records and reports related to assigned activities; conduct procurement audits; perform related duties as assigned.

  • Procure various commodities and services by requesting phone quotes, formal quotes, formal bids, or request for proposals depending upon estimated dollar amount.
  • Composes and reviews specifications for formal solicitation purposes. Prepares and completes all documents for bid packets, RFP’s, RFQ’s, Minor and Major Capital Public Works.
  • Attends pre-bid conferences, job walks, and bid opening. Manages the evaluation of solicitations.
  • Conducts research for product specifications, vendor information and requirements.
  • Negotiates or identifies cost savings and uses tools to track campus savings.
  • Detailed inspection/reading/editing and verifying documents. Prioritize and analyze data.
  • Analyze public work project specifications, assure appropriate licensing and insurance requirements are met, verify information provided in bid packets.
  • Communicates with university departments, vendors, contractors and other outside organizations to coordinate activities, resolve issues and exchange information.
  • DVBE and SBE Advocate.
  • Insurance certificate and endorsement tracking support to Buyer.
  • Confer with accounting personnel and vendors to resolve payment issues, make corrections as necessary.
  • Participate in developing or modifying policies, procedures, and forms related to Contracts and Procurement.
  • Participate on committees as assigned.
  • Compose and review other agreements including, but not limited to MOUs, student-learning agreements, revenue, interagency, as requested.
  • ProCard Administration and Support.
  • Equivalent to three years of increasingly responsible purchasing experience of which two years must have involved major aspects of the purchasing function, i.e., writing of specifications and the processing of contracts, purchasing documents.

  • Equivalent to an undergraduate degree in purchasing, contract management, accounting, business, public administration, or other appropriate field. Additional experience that has demonstrated that the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
Knowledge of:
  • Thorough knowledge of California State Statutes and Codes applicable to campus procurement.
  • Comprehensive knowledge of formal competitive bid administration.
  • Terms, procedures and practices in contract agreements.
  • Purchasing and accounting practices and terminology.
  • Modern office methods and procedures, filing, telephone techniques, and office equipment as well as English usage, spelling, grammar, and punctuation.
Ability to:
  • Perform a variety of analytical duties in support of Financial Services, Contract Services and Procurement.
  • Read, analyze, write and review contracts for commodities and services.
  • Prepare technical contracts, correspondence, and memoranda.
  • Prepare and administer service contracts.
  • Negotiate and evaluate procurements and contracts.
  • Interpret, apply and explain applicable law, rules and regulations.
  • Participate in the preparation and maintenance of vital documents, reports, records and files.
  • Read and analyze legal documents, technical procedures and governmental regulations.
  • Maintain current knowledge of emerging contract trends and related laws, codes, rules and regulations.
  • Operate a computer and Microsoft Office Suite, email, internet, teleconferencing.
  • Take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
  • Prioritize workload based on needs of requesting departments.
  • Analyze situations accurately and adopt an effective course of action.
  • Establish and maintain cooperative and effective working relationships with others.
  • Communicate effectively both orally and in writing.
  • Take a teamwork approach to the job by cooperating with others, offering to help others when needed, and considering larger organization or team goals rather than individual concerns.
  • Work efficiently, accurately and independently in an atmosphere of frequent interruption.
  • Understand Small Business Enterprise and Disabled Veterans Business Enterprises Incentives.
  • Communicate with Office of General Counsel and Risk Management.
  • Knowledge of government and/or educational procurement and contracting policies and procedures.
  • Knowledge of general principles of contract writing and document preparation.
  • Knowledge of applicable laws, codes, rules, and regulations.
  • Knowledge of California State Contracting Manual, California State University Integrated CSU Administrative Manual (ICSUAM), State and Federal laws and regulations regarding procurement and contracts.
  • Knowledge of CalUSource Contracting and/or Sourcing.
  • Presentation skills.
  • Writing skills to prepare clear and concise specifications and reports.
  • Knowledge of PeopleSoft Common Financial System and related reports.
  • Contracting experience within an educational or governmental agency.
  • Certified Professional Public Buyer Certification.
PHYSICAL, MENTAL and ENVIRONMENTAL CONDITIONS: Involves mainly sitting; walking and
standing is minimal; involves lifting lightweight objects limited to 15 pounds.

HOURS of WORK/TRAVEL: Occasional travel for trainings or other meetings.

BACKGROUND CHECK: A background check (including a criminal records check and fingerprinting) must be satisfactorily completed before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

DESIGNATION OF POSITIONS: This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

ELIGIBILITY TO WORK: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with a Disability