Contracts Professional

Classification Title:

Construction Contracts Pro II

FLSA:

Exempt

FTE:

1.00

Minimum Qualifications:

Bachelor’s degree in a related field or equivalent and 2 years of professional experience

Preferred Qualifications:

Knowledge and experience with construction and design professional contracts.

Position Summary:

The contract specialist position is responsible for a wide range of contract and procurement activities. Attention to detail and accurate execution of all contract documents is crucial to keep the work of the Office of University Architects (OUA) moving forward without interruptions or delays. Responsibilities include completing contract forms and documents in support of the facilities organization, reviewing all terms for compliance, advising vendors of UGA contracting and procurement processes, preparing contract change orders and amendments, completing necessary reports, and timely submission of other documents as requested. The Contract Specialist will determine the appropriate contracting instrument of service from an array of Board of Regents of the University System of Georgia and Office of Legal Affairs-sanctioned contract methods suitable for the varied needs of the facilities organization. The Contract Specialist will know under what circumstances and thresholds a public bid offering shall be prepared and when to consult with Procurement of Office of Legal Affairs regarding unique situations outside the purview of the Contract Specialist’s authority. The Contract Specialist works UGA Procurement, the Manager of Facilities Management Division (FMD) Budgets and Capital Expenditures, and the FMD Contract Specialists on special projects and on contract-related processes affecting both FMD and OUA. This position reports to the Manager of OUA Budgets and Capital Expenditures.

Knowledge, Skills, Abilities and/or Competencies:

• Knowledge of various contract types and methods, and insurance requirements related to the design and construction industry.
• Advanced level of skill with Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook, as well as DocuSign.
• Strong customer service skills with ability to work in a team environment as well as independently with limited oversight.
• Ability to independently prioritize work on a daily basis.
• Professional oral and written communications skills, with a wide target audience comprised of mid to senior level Finance and Administration professionals; OUA and FMD leadership; Senior Director, Director & Assistant Director level management; project managers and engineers; Deans and all campus stakeholders; outside engineering firms and contractors.
• Highly organized with ability to track many tasks at different levels of completion while maintaining a high level of accuracy.
• Ability to make timely and sound decisions without oversight based on multiple factors as they relate to contracting and State regulations, while most effectively promoting the mission of the Organization.

Physical Demands:

Ability to sit and work at a computer for up to 8 hours a day.

Duties/Responsibilities:

• Accurately completes all contract documents for the department within the requested timeframes and insures all necessary attachments are included.
• Reviews contracts and evaluates project related exhibits/attachments upon return for completeness accuracy and compliance; and obtains signatures from appropriate personnel.
• Exercise legal and critical decision-making regarding contracting and agreements while advising OUA personnel, stakeholders, and outside vendors on matters related to contracts and agreements.

Percentage of time: 75

Duties/Responsibilities:

• Tracks each contract as to its sequence in the execution process and follows up with the appropriate parties regarding missing information required for completion.
• Discusses recommendations with project managers.
• Communicates professionally and regularly with procurement, project managers, supervisor and vendors regarding construction projects and the related contracts.

Percentage of time: 15

Duties/Responsibilities:

• Assists with department procedures and activities necessary for the UGA Procurement Office to complete the purchase of the goods and services (i.e. RFQ/RFP preparation, equipment selection from Statewide Contract, bid responsiveness, and contractor responsibility).
• Assists with contract closeout procedures.

Percentage of time: 5

Duties/Responsibilities:

• Approaches work in terms of objectives, priorities and deadlines; and provides additional assistance with new or unusual assignments.
• Plans and carries out recurring work using established procedures, conferring with the supervisor, project manager or Procurement Office on technical problems.
• Maintains historical database of project/contract information as requested. References or reports as needed.
• Reports, meetings, and other duties as assigned

Percentage of time: 5