Primary Purpose:

Responsible for maintaining Choice Partners contract files, board agenda items and disseminating contract information to members and vendors. Will perform specialized tasks from pre-award to close-out.

Qualifications:

Education/Certifications:

• Bachelor’s degree from an accredited university in business or related field or 4 years equivalent work experience with contracts/document control
• Professional certification in purchasing preferred but not required, such as CPPB, CPPO, RTSBO, and/or RTSBA

Special Knowledge/Skills:

• Ability to effectively utilize computers and software including Microsoft Office suite and other software required by the division
• Ability to research and interpret information to respond to inquiries
• Ability to organize, prioritize, meet established deadlines and handle multiple tasks
• Ability to maintain accurate and auditable records
• Ability to communicate effectively (verbal and written) using proper English grammar
• Advanced understanding of contracting concepts and principles
• Cross-Functional Collaboration: Collaborate with internal stakeholders, and vendors to ensure alignment of contract objectives.

Experience:

• Experience with private or public purchasing preferred
• Experience working with online bidding platform
• 4+ years prior experience in a contract administration role or a related field

Major Responsibilities and Duties:

• Prepare and review monthly board agenda items.
• Receive and process signed responses from vendors for new and renewal RFP’s. Ensure completeness and accuracy of documents and communicates errors to potential vendor.
• Establish and maintain Choice Partners (CP) contract electronic files, as outlined by division procedures. Create and maintain due diligence files for all contracts.
• Responsible for ad placement for all RFP’s in multiple newspapers, websites, etc.
• Responsible for annual renew RFP submission in Ionwave.
• Responsible for running complete SAM reports and form 1295 verification for all contracts.
• Ensure timely renewal or cancellation of annual contracts as directed by Contract Managers.
• Ensure notification of newly awarded vendor contracts by supplying award letter, copy of execution of offer and contract.
• Responsible for contract assignment when needed
• Responsible for collecting Interlocal agreements, Participation agreements and/or form 1295 for new members.
• Maintain all insurances and licenses required for vendor contract files.
• Participate in conferences and vendor shows to represent CP/HCDE as assigned.
• Provide excellent customer service to all parties.
• Maintain confidentiality.
• Maintain a positive attitude and a neat and professional appearance that exemplifies confidence and professionalism.
• Perform other duties as assigned.