POSITION DESCRIPTION

Contract Specialist 

INFORMATION

Job Class: Specialist

Department: Finance- Procurement

Type of Position: Non-Exempt

Location of Work: Juneau, AK / Remote

Salary Grade(s): G 8/9

Hours of Work: M-F, 8:00 am – 4:30 pm

Employment Category: Regular, Full-Time

PURPOSE

Contracts Specialist will assist in the process to create, examine, and monitor contractual agreements between the tribe and materials or labor suppliers. Contract specialist must be aware of legislative and regulatory issues that may be related to the contracts they are overseeing. Occasional revisions to contracts if new laws or regulations are established, or the scope of needs change.

REPORTING RELATIONSHIPS

Reports To: Contract Coordinator

Liaison To: Employees, clients, communities

ESSENTIAL FUNCTIONS

• Assist with preparing contractual agreements using current research methods and a knowledge of a tribe's needs and ability to fulfill its requirements
• Collaborate with a legal team consisting of lawyers, paralegals, and office staff
• Ensure that the terms of contractual agreements written in language that is legally binding and in accordance with the desires of the tribe

• Ensures internal contract data entry is accurate and well organized through a tracking system

• Assist tribe to fulfill the terms of or to terminate contracts on mutually amicable terms
• Assist in reviewing contract terms and conditions to verify that they are in compliance with policies and all applicable federal and state regulations
• Clearly explain contract terminology to personnel and other interested parties in simple, everyday language
• Self-monitor progress according to the schedule of completion to submit drafts and documents in a timely manner
• Proofread, edit, and fact-check legal documents for accuracy and consistency, according to a style guide if provided by the client
• Notify individuals or offices of decisions, problems, or further actions needed
  
• Acquire and maintain a working knowledge of relevant laws, regulations, policies, standards, or procedures
• Interpret and apply laws, regulations, policies, standards, or procedures to specific issues
  
• Monitor contracts (includes administering, extending, modifying, or terminating contracts)
• Collaborate with others or work on teams
• Assist with the purchase or contract for property, services, supplies, equipment, or other items
• Assist in soliciting proposals or bids for contracts or property
• Use computer systems or applications to access, create, edit, print, send, retrieve, or manipulate data, files, or other information.

DECISION MAKING AUTHORITY

Spending Authority: TBD

Other Authority: N/A

NECESSARY SKILLS AND KNOWLEDGE

• 2+ years of contract experience, preferably working directly with contract law
• Knowledge of current and legally-binding contractual language and terminology
• Willingness to work virtually or in an office setting
• Ability to identify, analyze, and suggest solutions for problems, customer complaints, and client concerns
• Excellent interpersonal and communication skills, including an impeccable mastery of the English language
• Clear adherence to company policies and procurement rules and regulations
• Good organization skills and the ability to multitask on several projects simultaneously
• Knowledge of negotiation best practices, both in-person and in written form, that considers cultural norms and the client's best interests

MINIMUM QUALIFICATIONS (education, experience, skills)

• Associates Degree
  • 2 years’ related experience

PREFERRED QUALIFICATIONS (education, experience, skills)

• Bachelor’s degree or a combination of relevant education, training, and experience
  • Valid Driver’s License

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS

The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs.  Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:

• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.