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Contract Specialist/Administrative Assistant

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Contract Specialist/Administrative Assistant

Salary

$59,343.33 - $91,982.38 Annually

Location

City of Coral Gables, FL

Job Type

Full-time

Job Number

1329

Department

Finance Department

Opening Date

10/14/2025

+ Description

+ Benefits

+ Questions

Summary

Performs responsible administrative and technical duties within the Finance Department’s Procurement Division.

Job Duties and Responsibilities

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Contract Specialist Duties:

Prepares competitive sealed bids, competitive sealed proposals, requests for quotations and requests for statements of qualifications tabulations and due diligence reviews.

Assists in the preparation of formal and informal bid specifications, scopes of services and scopes of work to ensure consistency with department objectives and that competition is not restricted.

Schedules, advertises, and assists with pre-bid/pre-proposal conferences and evaluation committee meetings.

Conducts reference checks and other necessary reviews of potential bidders on behalf of the Procurement Specialists.

Researches and facilitates emergency requests, investigates sole source purchases, piggyback contract options to suit departmental needs.

Assist with the drafting of Commission memos and resolutions through guide from the Procurement Specialists.

Reviews contracts and leases to ensure consistency with resolutions, solicitations and applicable governing laws and ordinances in preparation for contract and lease execution.

Attends meetings and conferences as directed on behalf of the Procurement Division.

Tracks contracts approaching the end of their term and coordinates renewal/re-bid with departments.

Issues informal quotes and solicitations for goods, equipment and services.

Performs special projects, as assigned by the Chief Procurement Officer and Assistant Chief Procurement Officer

Assists in the disposition of surplus equipment and property.

Assists in the annual year-end closing process, including inventory activities as applicable.

Prepares a variety of comprehensive reports.

Maintains good working relationships with and provides excellent customer service to vendors, City employees, the general public and other agencies.

Performs special projects, as assigned by the Chief Procurement Officer and Assistant Chief Procurement Officer.

Conduct research with other municipalities and other sources for piggyback contracts and other procurement policies and procedures.

Prepare contract documents to route for execution throughout the City.

Work closely with Project Managers and end users to ensure the Scope of Work is in line with the department objectives.

Administer and coordinate site visits for construction bids and RFP’s as needed.

Performs other related tasks as required.

Administrative Assistant Duties:

Handles division mail and phone calls and front desk duties. Provides information to internal and external customers. Composes and prepares responses to correspondence. Maintains records and files. Operates computer, fax machine, and other office equipment.

Prepares materials for division meetings and public speaking presentations.

Prepares, maintains, and distributes a variety of reports.

Conforms with and abides by all regulations, policies, work procedures, and instructions.

Maintains and orders all offices supplies.

Handles payroll activities for the division.

Acts as the primary back-up support for the Sr. P-Card Administrator/Administrative Asst. position.

Performs other related duties as assigned.

Qualifications

Associate’s degree in Finance, Business, Public Administration or a related field. Bachelor’s degree preferred.

Two (2) years of responsible purchasing experience, to include bid processing and contract administration.

A CPPB (Certified Professional Public Buyer), CCPP (Certified Public Purchasing Officer), CPM (Certified Purchasing Manager) or CPSM (Certified Professional in Supply Management) certification is desired.

Any combination of education and experience may be considered.

Valid Florida Driver’s License.

HOLIDAYS: 16 days including 3 floating days.

SICK LEAVE: 110 hours annually.

ANNUAL LEAVE: 94 hours in the first year of employment, increasing up to 210 after 25 years. Employees must take 40 hours of annual leave each year.

BEREAVEMENT LEAVE: 5 or 10 days for the death of a family member in accordance with the City's Personnel Rules & Regulations.

HEALTH INSURANCE: Fully paid by the City (HMO Select). Coverage becomes effective 1st of month following 30 days. Employee may purchase coverage for eligible dependents at a cost of approximately 50% of the premium.

DENTAL INSURANCE: Available at a cost to all employees through payroll deduction.

LIFE INSURANCE: Term Life and Accidental Death and Dismemberment equal to 1 x annual salary (up to $200,000) fully paid by the City.

VOLUNTARY BENEFITS: Several plans are available, such as Short Term Disability, Life Insurance and Critical Illness policies through payroll deductions.

LEGAL SERVICES: Legal Service plan available at a cost to all employees through payroll deductions.

POST EMPLOYMENT HEALTH PLAN (PEHP): The City deposits $950 annually into an individual account for each employee. Monies may be used to pay premiums or medical expenses after retirement.

DEFERRED COMPENSATION: Employees may defer a portion of their pre-tax salary in the 457 Deferred Compensation Program.

TUITION REIMBURSEMENT: $2,000 per semester ($6,000 maximum annually) as per the City's Rules and Regulations.

CELL PHONE: Cell phone provided at a monthly cost of $20.00, if required by department.

RECREATIONAL USE: Employee, spouse and immediate family members seventeen (17) years of age and under are entitled to the benefits below:

- Venetian Pool – No charge for daily admission.

- Tennis Centers – No charge for daily court fees

- Youth Center – 50% off residential rates for memberships and 25% off camps and other programs.

Golf at Biltmore & Granada:

- Monday through Friday – no charge

- Saturday, Sunday and Holidays:

- Before Noon – Twilight fees apply

- After Noon – No charge

(cart fees apply at all times)

PENSION:

City Retirement Plan - Mandatory employee contribution of 10 % of salary; Vesting period is 10 years.

OR

Defined Contribution - 401a - Contribution by City of 7% of employee base annual salary. Vesting period 5 years. Employee not required to contribute.

*Note: Benefits subject to change.*

01

Do you have an Associate’s degree in Finance, Business, Public Administration or a related field. Bachelor’s degree?

+ Yes

+ No

02

Do you have two (2) years of responsible purchasing experience, to include bid processing and contract administration?

+ Yes

+ No

03

Do you have a CPPB (Certified Professional Public Buyer), CCPP (Certified Public Purchasing Officer), CPM (Certified Purchasing Manager) or CPSM (Certified Professional in Supply Management) certification ?

+ Yes

+ No

04

Do you valid Florida Driver’s License?

+ Yes

+ No

Required Question

Employer

The City of Coral Gables

Address

214 Minorca Avenue Coral Gables, Florida, 33134

Phone

305-460-5523

Website

http://www.coralgables.com