Contracts Management Specialist 3

This position is responsible for the management of contracts in various stages of contract management from approval through negotiating to contract closeout. Provides technical support and guidance to ADOT staff, other local and state governmental agencies, and private industries as they relate to ECS procedures. Ensures contracts are compliant and timely. Conducts and/or participates in internal quality process and implement procedural changes. Prepares Request for Statement of Qualifications packages; trains ADOT personnel in the contracting process; monitors contracts and related expenditures; creates resolutions for problems; processes final audits, progress payments, contract modifications, and contract extensions; as preparation of fiscal and statistical reports and performs special projects as requested.

This position may be available for remote work within Arizona (Two (2) days per week in the office/hoteling).

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Process Contract Modifications on active contracts based on each contract's terms and conditions. Ensure modifications are processed in accordance with current ECS contract modification processes and are complete, accurate, and compliant with contract terms and conditions.

Perform all tasks related to the advertisement and selection of all contract types, including preparation of the Request for statement of Qualifications and consultant selection.

Process Requests for Payments on active contracts based on each contract's compensation clause, ensuring compliance with the Arizona Prompt Pay Law (ARS 28-411). In partnership with ADOT Finance Department/ADOT Project Manager, ensure TRACS numbers are open/correct, and funding is available.

Knowledge of:

• Federal/State Laws/Statutes to ensure compliance of all contract requirements terms & conditions through the life of the contract.
• Correct understanding & good use of legal contractual language. Online evaluation criteria/process/ analysis techniques to review, analyze, evaluate and/or determine action(s) required to process various documents received.
• Terminology required to prepare documents that are acceptable to ADOT, in the best interest/protecting the liability of the State.
• Operational procedures of an engineering organization to determine appropriateness of proposed costs during contract negotiations.
• Fundamentals of budget development /expenditure control/funding rules/regulations to determine typе of contract compensation.

Skill in/with:

• Organizing and prioritizing work assignments to ensure no project delays while processing contracts and/or agreements.
• Reviewing and approving payment reports. and monitoring expenditures.
• Microsoft Excel, Word, Adobe Acrobat, and Google products.
• Oral and written communications.
• Building and maintaining effective working relationships with internal customers, consultant community, and other departments.
• Summarizing technical information, organizing completion schedules, planning and prioritizing work activities.

Ability to:

• Has a natural inclination for curiosity and a passion about the business.
• Establish open channels of communication across the departments, including being proactive while communicating and readily addressing tough issues directly.

Experience in qualifications-based selection processes and management of Architectural and Engineering contracts.
Experience as a Contract Management Specialist I, where monitoring contractual expenditures and execution of contract modifications was used.

This position requires driving or the use of a vehicle as an essential function of the job, and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The Arizona Department of Administration offers a comprehensive benefits package to include:
• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Mandatory participation in the Arizona Retirement System (ASRS) is required.

For questions about this career opportunity, please contact ADOT Human Resources Recruitment via email at srecruitment@azdot.gov or phone call at (602) 712-8186 option 2.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 712-8186 option 3. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer.