Contracts Specialist

Description Position Summary The South Dakota Science and Technology Authority (SDSTA) owns and operates the Sanford Underground Research Facility (SURF).
The Contracts Specialist prepares, monitors, and administers complex contracts, grants, financial assistance agreements and purchase orders in collaboration with the Department of Energy (DOE), DOE National Laboratories, universities, contractors, vendors and SDSTA staff.
Line of Authority The Contracts Specialist reports directly to the Contracts & Procurement Manager.
Functional Responsibilities (include but are not limited to) Contract Preparation and Administration Leads development and administration of complex procurements for services and construction activities in support of the SDSTA mission.
Prepares and manages Request for Proposal and Request for Bid documents.
Leads the selection process to ensure fair and open competition.
Communicates with potential bidders in a way that ensures the integrity of the procurement process and encourages full and open competition.
Records and answers pre-proposal and pre-bid meeting questions.
Prepares, records and tracks contracts and related documents (change orders, amendments, invoices, waivers, insurance certificates, etc.
).
Organizes and maintains contract documentation document management system.
Monitors impending expiration dates for contract documents and provides follow-up.
Compiles and analyzes financial information to inform budget/project managers.
Reviews contract requirements and insurance certificates for compliance with the Property Donation Agreement between the Homestake Mining Company and SDSTA.
Federal and SDSTA Procurement Requirements Prepares procurement requests for assets requiring DOE approval in advance of purchase.
Collaborates with DOE and National Laboratory staff to ensure accurate and timely procurements to enhance contracting relationships.
Assists with tagging of federal assets upon receipt and supports property report management.
Supports disposal of property that has not reached end of life.
Administrative Support Recommends procurement process improvement opportunities.
Documents departmental processes.
Provides procurement training to SDSTA staff.
Accountabilities The Contracts Specialist has the following accountabilities: To the Contracts & Procurement Manager for ensuring contract needs are met and conveying information regularly to the Contracts & Procurement Manager concerning the Contracts Specialist responsibilities.
Authorities The Contracts Specialist has the following authorities: To stop work upon recognition of a condition that presents imminent danger to the health and safety of staff, the public, or the environment.
Requirements Qualifications Education A Bachelor’s Degree in a field related to contracts administration and management, staff planning, administration or management is required.
Significant directly related experience in lieu of a degree will be considered.
Experience Advanced contracts experience is required including preparing, issuing, tracking and monitoring complex contracts, grants and/or financial assistance agreements.
Two or more years of directly related experience required.
Experience preparing and administering A/E and construction contracts preferred.
Knowledge of federal and small business contracting requirements preferred.
Experience with federal financial assistance agreements is desired.
Experience with day-to-day office functions including finance, budgets, insurance, asset tracking, and accounting required.
Excellent proofreading skills and strong analytical, problem-solving, and computer skills are essential.
Advanced Adobe PDF and Microsoft Word and Excel experience is required.
Certifications N/A.
Competencies Attention to Detail—Advanced ability to pay careful attention to details and complete tasks in an accurate, complete and timely manner at a level that does not require correction by others.
Communication—Unquestioned ability to convey information clearly with a wide range of audiences in both written and oral form.
Customer Service—Ability to meet the needs of customers and treat them courteously.
Information Seeking—Ability to collect complete information about issues.
Initiative—Puts forth the effort required to achieve goals.
Integrity—Conducts oneself in an honest, ethical, responsible and respectful manner.
Organization—Advanced ability to prioritize tasks, manage time, keep order and coordinate a variety of activities across multiple work groups to manage complex procurements.
Problem Solving—Ability to determine the root-cause of a problem, investigate and analyze complex information and identify, prioritize and select alternatives for a solution.
Working Requirements Proof of a valid driver’s license is required.
Comply with SDSTA’s safety program.
Act in accordance with SDSTA’s core values: Safety Focused, Care for Others, Professionalism and Being a Team Player.
Perform work in a typical office environment with prolonged periods of sitting at a desk and working on a computer.
The South Dakota Science & Technology Authority (SDSTA) is an Equal Opportunity/Affirmative Action employer committed to the development of a diverse workforce.
Applicants are invited to self-identify as an individual with a disability or as a protected veteran.
Forms are available on the website www.
sanfordlab.
org/careers or upon request from Human Resources.
Salary Description $24.
70 - $39.
00