Contract Specialist III

4 days left

Alexandria, VA
$62,657.92 - $102,994.90 Annually
Aug 08, 2019
Aug 21, 2019
Full Time
Contract Specialist III

The City of Alexandria is located in northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. About one-quarter of the City's square miles have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for Contract Specialist III position.

An Overview
The City of Alexandria's Finance Department is looking for an experienced, collaborative, and detail-oriented Contract Specialist III to join our team. As a member of the Purchasing Division, the Contract Specialist III performs advanced public procurement activities in a highly responsible environment while managing solicitations through the City's request for proposal (RFP) and invitation to bid (ITB) processes, as well as administering purchase order requisitions, change orders, and sole source justifications. A significant aspect of this work involves use of the City's enterprise resource planning (ERP) system, Munis.

The City of Alexandria is in the midst of a number of major redevelopments. The Contract Specialist III will play an important role in addressing some of the City's biggest associated procurement challenges, shaping waterfront redevelopment along the Potomac River, implementing a new Metro station, and expanding transportation options through Bus Rapid Transit. The Contract Specialist III has considerable latitude for independent judgement under the general supervision of the Deputy Purchasing Agent. The day-to-day work of the Contract Specialist III is generally self-directed and determined by procurement needs.

What You Should Bring
The ideal candidate is a highly knowledgeable public procurement professional able to manage multiple large procurement processes simultaneously while maintaining frequent contact with both vendors and departmental officials. Additional skills and abilities include:
  • Thorough knowledge of public purchasing principles, methods, and procedures; including buying, inspection, storage, and shipping methods, and accounting practices as applied to procurement procedures;
  • Thorough knowledge of the laws, ordinances and other requirements governing the purchase of commodities and services for the City, or the ability to readily acquire such knowledge;
  • Thorough knowledge of the various grades and qualities of a variety of materials, supplies, equipment, and services;
  • Ability to utilize complex enterprise resource planning (ERP) software to administer a professional sealed bid process, to post and maintain accurate contract records, and to manage day-to-day purchasing tools such as purchase orders and change orders;
  • Ability to make well-supported, defensible decisions and to recommend contract awards impartially and objectively;
  • Ability to foster relationships with professional architecture and engineering firms, including the ability to demonstrate working knowledge of different procurement methods (Public Private Partnerships, design-build processes etc.);
  • Ability to communicate clearly and effectively, both orally and in writing; and
  • Ability to achieve the responsibility of City Contracting Officer (CO) designation. This will require demonstrated knowledge, experience, and capability to discharge CO duties.

The Opportunity - Examples of Work
  • Collaborates with senior leadership, department heads, and project management staff in operational departments to receive and review requisitions, specifications, and scopes of work, and transition those needs into the appropriate acquisition (RFP, ITB, RFQ) process;
  • Designs, formats, and implements formal solicitations using the City's ERP software, Munis;
  • Develops solicitation advertising and outreach strategies to maximize qualified responses;
  • Tabulates and analyzes bids and proposals, determines lowest responsible bidder, refers to clients for review, and recommends the awarding of final contracts;
  • Performs contract administration duties and maintenance of contract listings;
  • Administers purchase requisitions, change orders, and sole source justifications;
  • Keeps abreast of new product purchasing innovations;
  • Performs related work as required.

About the Department
The City of Alexandria's Finance Department is a fast-paced, diverse, and customer service focused operation that serves both members of the public and the other departments of the City itself. The Finance Department has seven divisions and in fiscal year 2020 is operating with a total budget of $13.9 million and 108.75 FTE positions. The main responsibilities of the Finance divisions are as follows:
  • The Revenue Division assesses personal property (car tax), meal sales, transient lodging and other taxes, and also issues business and professional licenses;
  • The Treasury Division bills, collects, invests, and manages all City monies;
  • The Real Estate Division appraises each parcel of real estate in the City, the value of which is used to bill for the real estate tax;
  • The Purchasing Division is responsible for centralized City procurement;
  • The Accounting Division maintains records on the financial operations of the City and prepares the City's monthly and annual financial reports;
  • The Pension Division manages pension plans for City employees; and
  • The Administration Division provides executive-level strategy and direction via the Director and Deputy Director and also administers the department's budget, human resources, and performance management. This division also provides risk management services for the City and manages the City's enterprise resource planning (ERP) system, Munis.

Minimum & Additional Requirements

Bachelor's degree; four years of experience in public procurement and contract management; and CPPB and/or CPPO certification; or a combination of education, experience and training which are equivalent to the minimum requirements.

Preferred Qualifications

Experience managing formal solicitations for complex, high dollar amount public projects; experience utilizing a complex enterprise resource planning (ERP) software system (e.g. Munis, Oracle/PeopleSoft, etc.) as a highly skilled end user; Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), Virginia Contracting Associate (VCA), or other similar certification(s).


This position requires the successful completion of pre-employment background checks including but not limited to drug testing, criminal background.

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