CONTRACTS REVIEW SPECIALIST II

Company: City of Chicago
Location: Chicago
Posted on: February 11, 2025

Job Description:

Job Description - CONTRACTS REVIEW SPECIALIST II (410091)Job Number:CONTRACTS REVIEW SPECIALIST IIJob Number:410091BID/JOB ANNOUNCEMENTDEPARTMENT OF PLANNING & DEVELOPMENTBureau of Finance & AdministrationNumber of Positions: 1Applications for this position will be accepted until 11:59pm CST on 02/19/2025This position is open to the public and all current City employees covered under the City's collective bargaining agreement with AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (AFSCME) - BARGAINING UNITS 1, 3, 4 & 5. Only employees in City job titles in this bargaining unit are eligible to bid.FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATIONUnder general supervision, performs procurement contract maintenance and support functions related to contract monitoring, research, preparation, and processing of contract development, contract modifications, extensions, limit increases, and price adjustments, and performs related duties as required.ESSENTIAL DUTIES

• Coordinates purchasing functions within the Department of Planning and Development (DPD) and Department of Housing (DOH) across each phase of the contracts administration lifecycle for all contract types, including but not limited to Department of Procurement Services (DPS) contracts, delegate agency contracts, and City Council contracts.
• Acts as the liaison between DPD and DOH and all other City departments and external stakeholders, such as delegate agencies, vendors, developers, and grantees to facilitate contract administration.
• Provides technical assistance and training to all internal and external stakeholders across all contract types and phases.
• Regularly tracks and reports the status of contracts to internal and external stakeholders.
• Helps design, document, implement, and improve contracting policies, processes, and tools.
• Regularly attends training and conferences to maintain up-to-date knowledge around contracting regulations and best practices.
• Assists with vendor account setups, vendor pay site setups, and vendor banking information setups.
• Prepares aware notices, gathers boilerplate documents, schedules intake meetings, performs risk assessments, reviews documents for quality assurance, and works with stakeholders to coordinate and track final contract approvals.
• Processes requisitions, purchase orders, and/or releases in the City's enterprise systems.
• Uploads final executed contract documents to the City's website.
• Maintains and shares records of all finalized contract documentation with internal and external stakeholders and provides reports with those documents as necessary.
• Assists in setting up and maintaining vendor accounts in the City's enterprise systems and maintaining vendor records for all entities doing business with DPD and DOH.
• Monitors contracts for compliance with terms and conditions of funding sources, such as federal grants, used to finance the contract.
• Monitors contracts for impending modification needs such as amendments by adding/changing time, scope, or funding to the contract.
• Reviews and approves vouchers for delegate agency contracts to ensure compliance with contract budget and terms.
• Maintains contract records and files and prepares reports on the status of contracts, expenditures, and related contract information.Additional duties may be required for this position.Location: City Hall, 10 th FloorDays: Monday - FridayHours: 8:30am - 4:30pmTHIS POSITION IS IN THE CAREER SERVICEQualificationsMINIMUM QUALIFICATIONS
• Two (2) years of work experience reviewing contract documents for the procurement of materials, supplies, or services, OR
• An Associate's degree or higher from an accredited college or university, PLUS at least one (1) year of experience in reviewing contract documents for the procurement of materials, supplies, or services.SELECTION REQUIREMENTSThis position requires applicants to complete an interview which will include a skills assessment as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected.Preference will be given to candidates possessing the following:
• Previous experience coordinating purchasing functions such as request for proposals (RFP's), delegate agency contracts, task orders, and other methods of procurement.APPLICATION EVALUATION: Initial evaluation will be based on the information provided on the application and the documents submitted. Department of Human Resources staff will review applications after the final posting date. Staff will follow all required employment/hiring plan provisions, federal, state, and local laws, and collective bargaining agreements when applicable. Staff will apply hiring preferences as required by the municipal code. Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago.COMMITMENT TO DIVERSITY: To further our commitment to hiring applicants with diverse experience, the City of Chicago has adopted ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet the minimum qualifications and who are veterans of the Armed Forces of the United States, residents of Socio-Economically Disadvantaged Areas (SEDA), and/or Chicago Public School (CPS) high school graduates. These hiring preferences do not apply to bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates.ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.The City of Chicago in an Equal Employment Opportunity and Military Friendly Employer.City of ChicagoJob PostingJob Posting: Feb 5, 2025, 6:00:00 AM - Closing Date (Period for Applying) - External : Feb 20, 2025, 5:59:00 AM
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Keywords: City of Chicago, Chicago , CONTRACTS REVIEW SPECIALIST II, Accounting, Auditing , Chicago, Illinois