Municipal Bids and Contracts Analyst II

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Position: Municipal Bids and Contracts Analyst II
Location: Headquarters – Moon Township, PA

Excellent Benefits: Medical, dental, prescription & vision, HSA & retirement savings (401k) – Generous Company Match
Perks: Incentives/bonus plans, competitive pay, dress for your day, hybrid schedules, paid time off (vacation starting at 3 weeks), tuition reimbursement, wellness programs, fun events, learning & development opportunities.

Hours of work: Full-time position with hours Monday-Friday 9:00-5:00 PM; some overtime to be expected

The Municipal Bids and Contracts Analyst II independently coordinates complex municipal bids and contract execution, ensuring complete, compliant, accurate, and on-time submissions. Reporting to the Bid and Contracts Supervisor, this experienced professional manages competing deadlines, applies sound judgment to bid requirements, leads cross-functional coordination, and serves as a key resource for public bidding and contract administration. This position is a critical control point for protecting and growing municipal business. The analyst is expected to identify discrepancies before submission, anticipate delivery and compliance risks, and maintain reliable approval and audit trails. The role requires a hybrid work arrangement with on-site availability when physical bid packages, original signatures, or mailing and courier coordination are necessary

Duties and Responsibilities (not limited to)

• Independently assess municipal solicitations, procurement portals, bid instructions, qualification requirements, exceptions, submission rules, and firm deadlinesBuild and manage bid schedules and reviews; coordinate Sales, Legal, Product Management, Applications Engineering, Finance, and other contributors to obtain timely decisions and documentsLead end-to-end preparation and thorough verification of comprehensive electronic and hard-copy bid packages, including bonds, certifications, forms, addenda, and customer-specific requirementsManage production, signatures, secure packaging, mailing/courier arrangements, delivery confirmation, and electronic uploads; anticipate and mitigate submission risksOwn bid execution plans, workflow visibility, milestones, and escalations in Asana or designated systems across multiple simultaneous bidsPerform detailed quality-assurance checks of pricing schedules, quantities, scope, terms, attachments, legal entities, dates, addenda, and submission instructionsEnsure that submitted customer pricing and commitments reconcile to approved GCRM quotations and the applicable Grant of Authority; route exceptions for formal approval rather than making unauthorized changesImprove checklists, templates, workflow controls, and lessons-learned practices to reduce risk and rework; share knowledge with less experienced staffSupport review of municipal awards, contracts, and purchase orders; identify discrepancies between the award, submitted bid, and approved quotation for resolution by the appropriate teamCoordinate required internal approvals, signatures, certificates of insurance, and other customer-requested documentation under supervisor guidanceTrack outstanding documents through execution and enter complete records in Ariba Contracts and other designated systemsCoordinate review of awards, contracts, and purchase orders for alignment with submitted bids, commercial terms, and internal approvals; investigate and resolve inconsistencies with the responsible stakeholdersCoordinate Legal reviews, signature routing, certificates of insurance, approval evidence, and contract closeout while maintaining appropriate separation of dutiesTrack contracts through fully executed status, document amendments, and maintain reliable contract records in Ariba Contracts and other designated systemsMaintain bid and contract files, submission evidence, approval records, and accurate reporting for annual bid and tender auditsServe as a knowledgeable contact for Sales, municipal customers, and cross-functional stakeholders during bid and contract executionSupport training, onboarding, and quality review for colleagues when assigned; identify recurring process gaps and recommend practical improvements
   

Qualifications

• A high school diploma or general education degree (GED) is requiredA bachelor's degree (B.A. or B.S.), or equivalent from four-year college or university is preferred