"Full Time - Contracts and Risk Management Analyst"

Full Time - Contracts and Risk Management Analyst

COMPENSATION:

Pay Rate: $35.00-$42.00 per hour

This represents the good faith estimate of the annual salary range we reasonably expect to pay for this position upon hire, based on the selected candidate's experience, education, skills, internal alignment, and overall business needs.

In select cases, and depending on market conditions or exceptional candidate qualifications, compensation may exceed this range, provided it aligns with applicable law and our compensation policies.

Additional information about our compensation scales is available at: www.aztecshops.com/employment.

SUMMARY:

Under routine direction from the Associate Director of Contracts and Risk Management, provides administrative support across several business areas through organizing and tracking processes and maintaining documentation in support of the operations. The Analyst is part of a team that manages contracts, loss prevention, facility services, custodial services and risk management for Aztec Shops.

ESSENTIAL DUTIES AND RESPONSIBILITIES DEPENDING ON LOCATION:

NOTE: The duties listed below are examples of the variety and general nature of those performed by employees in this job description. The list is descriptive only and should not be used for any other purpose. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This is not an all-encompassing list and additional duties may be assigned based on business needs. The responsibilities listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Contracts Responsibilities

• Maintains Contracts management system and electronic contract files
• Drafts purchase orders, and affiliated documents such as contract amendments, exhibits, addendums, and termination letters
• Maintains vendor management system and supports vendors with the setup process
• Partners with staff on contract and purchase order status

Risk Management Responsibilities

• Supports with insurance verification and validation of vendors including workers compensation, vehicle, property, etc.
• Maintains working knowledge of laws, rules and regulations including the Insurance Requirement in Contracts (IRIC) manual concerning insurance requirements
• Works with IT and Marketing department and the Manager of Occupational Safety and Risk Management on the development of Risk Management publications including Website updates and creating safety training materials, and tracking training completion.

Property Responsibilities

• Event Applications System (EAS): Supports in the approval process for student organizations and off-campus entities who wish to reserve space on campus
• Supervises vendors participating in commercial solicitation opportunities outlined in campus Buildings and Grounds policy

General Position Responsibilities

• Observe all safety and company rules and regulations in the performance of duties
• Maintains ethical standards in accordance with company policy, is professional and confident under pressure and demonstrates responsible decision making in stressful or unexpected situations
• Develops and maintains professional working relationships with vendors and university personnel
• Must comply with and ensure continued, consistent compliance with all company policies, and federal, state, and local laws/regulations including but not limited to: employment, safety, and health
• Other duties as assigned

Minimum Requirements

MINIMUM EDUCATION, TRAINING AND EXPERIENCE:

The minimum requirement for applicants is an Associate's degree and/or at least two years of experience working in purchasing, contracts, or related field. Related experience and/or advanced training or any equivalent combination of education and experience may be substituted. Must be computer literate with knowledge of Microsoft Office and Google Workspace products. Experience with contract management software is a plus. Familiarity with insurance is a plus, but not required. Must be able to use general office machines. Strong communication, interpersonal skills, and organizational skills are required.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

LANGUAGE SKILLS:

Must be able to read, write and understand English. Requires the ability to follow verbal and written instructions, guidelines and objectives. Requires the ability to read and comprehend a variety of informational documentation, procedures and correspondence. Requires the ability to write correspondence with proper format, punctuation, spelling and grammar. Must be able to communicate effectively using electronic media and in written and verbal forms. Requires the ability to effectively communicate with customers and employees.

MATHEMATICAL SKILLS:

Requires the ability to prepare and analyze numerical figures, create and interpret spreadsheets. Must be able to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, percentages and decimals.

REASONING ABILITY:

Requires the ability to apply common-sense understanding to carry out general written or oral instructions. Must be able to multitask, prioritize work and pay attention to detail. Requires good analytical and quantitative skills, and the ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

MANUAL DEXTERITY:

Must be able to utilize a computer. Requires the ability to use a variety of office machines and equipment.

PHYSICAL COMMUNICATION:

Must have the ability to talk/expressing and/or exchanging ideas and hear/perceiving sounds.

PHYSICAL DEMANDS:

Must be able to operate computers, copy machines, fax machines and other general office equipment. Extensive use of computer monitors is required. Specific visual abilities required by this job include close vision for extensive reading and interpretation of charts and/or spreadsheets and color vision to ensure accurate identification of color-coded signals, hazards, and systems indicators that are essential for maintaining a safe working environment. Physical demand requirements are at levels for sedentary work. Must be able to use body members to sit, move and lift or carry objects or materials weighing up to 10 pounds.

WORKING CONDITIONS AND HAZARDS:

Work is regularly performed in a traditional office setting. There may be occasional exposure to food fumes or airborne particles. The noise level in the work environment is usually low to moderate. This person will occasionally work outdoors with exposure to varying weather conditions, dust, and allergens, work temperatures and noise.

BACKGROUND CHECK INFORMATION:

A background check will be conducted after a conditional offer of employment is extended by the company and accepted by the applicant and must be satisfactorily completed prior to any applicant beginning work in a full-time, part-time non-student, or sensitive student capacity with Aztec Shops Ltd.

Background checks will include, at minimum, verification of education and employment histories, criminal records, national sex offender registry check, and references. Additionally, based on the nature and scope of the position, the background check may also include a credit report, motor vehicle report, and verification of professional licenses.

Failure to answer background check questions honestly, and satisfactorily complete the background check may affect the employment status of applicants or continued employment of current Aztec Shops employees who apply for promotional positions which require a background check.

Aztec Shops Ltd. complies with all applicable federal, state and local laws, including California Fair Chance Act, when conducting background checks.

Aztec Shops will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Aztec Shops is concerned about criminal history that is directly related to the job, you will be given notice and an opportunity to respond and provide additional information such as rehabilitation efforts or mitigating circumstances, or information pertaining to the accuracy of the background report. Aztec Shops will consider all evidence of rehabilitation and mitigating circumstances. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.