Contracts Specialist Sr.

Salary: $32.50 - $43.59 Hourly
Location : Salem, OR
Job Type: Full-time Regular
Job Number: 308-2025-3
Department: Public Works
Division: Public Works Administration
Opening Date: 12/10/2025
Closing Date: Continuous
FLSA: Non-Exempt
Bargaining Unit: 06

Marion County requires on-site work. Remote work is not available.

This recruitment has been reopened for additional applicants and will remain open until filled. If you have already applied for recruitment #308-2025-3, you do not need to reapply. New applicants are encouraged to submit applications as soon as possible as this recruitment may close at any time without further notice.
GENERAL STATEMENT OF DUTIES
Develop, coordinate, and process contracts ensuring legal, policy, and procedural compliance. Audit contractor compliance through site audits and review of required reports. Monitor contract budgets, cost center allocations, and special contract conditions. Perform financial duties related to the receiving and reporting of contract funds.

SUPERVISION RECEIVED
Works under the supervision of department management, with the ongoing support and direction of the department contracts team, which assigns work, established goals, and reviews the results obtained for overall effectiveness through the analysis of reports and conferences.

SUPERVISION EXERCISED
Supervision is not a primary responsibility of this classification; however, lead worker duties are a part of this classification. An appointing authority may assign duties as described in the Marion County Personnel Rules without additional compensation.

Typical Duties - Duties include, but are not limited to the following
Perform cradle-to-grave contracts management and administration services to support the Public Works department by managing contracts, memorandums, and intergovernmental agreements.

Contract and Agreement Planning:

• Independently develop and coordinate department solicitations, agreements, and awards including contracts for personal services, A&E and related services, facilities maintenance, public improvements, interdepartmental and intergovernmental agreements, cooperative agreements, and direct awards.
• Serve as central point of contact for bids, quotes, and proposals.
• Prepare solicitation documents and manage contract awards.
• Collaborate and lead evaluation committees for vendor or contractor selections.
• Work directly with the finance department as well as contractors and vendors to provide guidance and secure documentation required for creation and completion of contracts.
• Collaborate with technical resource staff to develop specifications, requirements, and guidelines; translate program requirements into contract terms; lead pre-bid conferences; clarify issues with bidders or potential contractors; and evaluate contract bidders against selection criteria.
• Manage the negotiations process for engineering, design, and construction services including negotiating contract terms and conditions.
• Prepare bid packets and coordinate receipt of incoming responses as appropriate.

Contract Management & Administration

• Compose correspondence in communication with the public, contractors, department divisions, and other county departments and agencies.
• Prepare, coordinate, and track amendments, renewals and extensions to contracts and agreements, and change orders.
• Serve as central point of contact for customers and suppliers; recommend appropriate price changes and decision to cancel, bid again or new/extend contracts.
• Administer contracts by assuring compliance with the terms and conditions of contracts, including resolution of problems concerning the obligations of the parties; terminate contracts by analyzing, negotiating; analyze and evaluate cost or price proposals and accounting systems data; establish and/or review departmental contracts, programs, policies, or procedures with contract administrators and management.
• Follow up with insurance companies and/or contractors to secure receipt of new insurance binders and assure insurance coverage through contract term.
• Provide guidance and training to project team and department employees or contractors on contractual terms and conditions, applicable state, and department requirements, and internal policies and procedures.
• Attend meetings as requested related to projects and contracts.
• Access state price agreement and other cooperative agreements to assure compliance with Marion County purchasing rules and procedures.
• Act as liaison between contractor and staff.
• Develop/draft methods, approaches, and best practices for standardized workflows and process.
• Monitor terms and conditions of vendor contracts.

Database Management

• Enter and maintain data into the Contracts Management System (CMS), extract information and format reports from CMS for distribution to management staff, and other contract administrators.
• Process purchase orders in the Financial Management System (FIMS).
• Enter, maintain, and search documents in the OregonBuys system.
• Other duties as assigned by your supervisor.

Requirements for the Position
EXPERIENCE AND TRAINING

1. Bachelor's degree in business or public administration, accounting, finance, or a related field; AND
2. Two years of experience in contract preparation and administration, OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

SPECIAL REQUIREMENTS

• The finalist for this position will be required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.
• This assignment is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department and program.

KNOWLEDGE, SKILLS AND ABILITIES
Considerable knowledge of administrative principles and practices involving the areas of budget and personnel; systems approach to client services; ability to make recommendations based on information collected in studies and to illustrate policy impact of alternative decisions.

Considerable skills and ability to function independently; thorough knowledge of, and ability to participate in, effective team approaches in service delivery, including team development, coordination, and collaboration; negotiation, compromise, and facilitation of conflict resolution and problem solving; oral and written communication skills; use of multiple software programs, especially those related to financial spreadsheets; establish and maintain effective working relationships with clients, other employees, other agencies and the public.

PHYSICAL REQUIREMENTSStands; sits for up to 1/2 hour; walks about the work area; bends forward; reaches overhead; lifts and pushes up to 25 lbs.; moves carts weighing up to 50 lbs.; carries items weighing up to 25 lbs. for up to 50 feet; keyboard operation; rapid mental/hand/eye coordination; speaks in a clear and audible voice; reads 12 pt. font; distinguish colors and shades; ability to hear at a normal speech level; may be exposed to office chemicals, such as toner.

PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Student Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your student loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP
Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

VETERANS' PREFERENCE
Applicants are eligible to use Veterans' Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
  • Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at

Marion County is an Equal Opportunity, Affirmative Action, Veteran and Disability employer committed to increasing the diversity of its workforce.

Applicants with a disability may request reasonable accommodation, through Human Resources, in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e-mail if you wish to request an accommodation.
Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.

Most regular positions in this classification are represented by Marion County Employees Association (MCEA). For a summary of benefits, For a complete and detailed overview of the MCEA benefits package, , and select MCEA Benefits from the left menu or Marion County Employees Association (MCEA) from the page links. Regular and temporary employees are represented by MCEA.

Salary and benefits are subject to union contract negotiations and may change as a result.
01

To receive credit for your supplemental questions, your answers must be supported by details in the education and/or work experience section of your application form. "See resume" is not an acceptable answer. Do you understand this statement?

• Yes
• No

02

Indicate how many years of full-time contract preparation and administration work experience you have. (One year of work experience is equal to 2,080 hours)

• Less than 3 years
• 3 years to less than 5 years
• 5 years or more
• None of the above

03

Select the answer below that best describes your experience in developing technical procurement Request for Information, Quotes and Proposals (RFI/RFQ/RFP).

• None
• Beginner (little experience, but interested and willing to learn)
• Developing (working knowledge)
• Skilled (working knowledge, used frequently)
• Expert (exceptional knowledge, recognized as expert)

04

Describe your work experience developing solicitations such as request for quotes (RFQ) and proposals (RFP). Please specify where you gained this experience.
05

Select the answer below that best describes your experience with department budgets and accounting practices.

• None
• Beginner (little experience, but interested and willing to learn)
• Developing (working knowledge)
• Skilled (working knowledge, used frequently)
• Expert (exceptional knowledge, recognized as expert)

06

Describe your experience with MS Excel and MS Word. Include: A) your level of proficiency with each program B) years of experience with each program (one year of work experience is equal to 2,080 hours) C) typical duties performed with each program.
Required Question

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