Senior Contracts Specialist

Description

The South Dakota Science and Technology Authority (SDSTA) owns and operates the Sanford Underground Research Facility (SURF). The Senior Contracts Specialist works in the Business Services Department and 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.

Essential Functions and Responsibilities

The following reflects SDSTA’s definition of essential functions for this position and does not restrict other tasks that may be assigned. SDSTA retains the right to re-evaluate the duties of the position when considering a reasonable accommodation or at other appropriate times. The essential functions include, but are not limited to, the following:

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.

Other Essential Functions

• Maintains consistent and reliable attendance.
• Performs other job-related duties as assigned.

Requirements

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.

Certifications and Licenses

• N/A.

Experience

• Advanced, senior-level contracts experience is required including preparing, issuing, tracking and monitoring complex contracts, grants and/or financial assistance agreements. Seven or more years of directly related experience required.
• Experience in developing and administering contracts based on the Federal Acquisition Regulation (FAR) and financial assistance agreements based on 2 CFR 200.
• Experience preparing and administering Architecture / Engineering (A/E) and construction contracts preferred.
• Knowledge of federal and small business contracting requirements preferred. Experience with federal financial assistance agreements is preferred.
• Experience with day-to-day office functions including finance, budgets, insurance, asset tracking, and accounting is required.
• Advanced Adobe PDF and Microsoft Word and Excel experience is required.

Competencies, Knowledge and Skills 

• 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.
• Contracts and Grants Regulation Expertise—Advanced knowledge of the FAR and 2 CFR 200 and an ability to recommend which clauses best apply to different types of agreements and work scopes to best protect the SDSTA’s interests and meet funding agency requirements.
• 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 Conditions

The working conditions described here are representative of those an employee encounters while performing the essential functions of this position. When applicable and appropriate, consideration will be given to reasonable accommodations.

• Perform work in a typical office environment which includes individual workstations, shared workspaces, meeting rooms, and common areas such as a break room and kitchen.
• The noise level is generally low to moderate, typical of an office setting, with occasional background noise from office equipment and conversations.
• The office is well-lit with a combination of natural and artificial lighting to ensure a comfortable working environment.
• The office maintains a controlled temperature environment, with heating and air conditioning systems to ensure comfort throughout the year.
• Ergonomic office furniture and equipment are provided to support employee health and well-being.
• The company is committed to providing a safe working environment and adheres to all relevant health and safety regulations.
• Employees are expected to comply with SDSTA’s safety program.
• Personal protective equipment (PPE) and adherence to safety protocols are mandatory.
• Act in accordance with SDSTA’s core values: Safety Focused, Care for Others, Professionalism and Being a Team Player.

Mental and Physical Demands

• Regular interaction with team members, supervisors, and other departments and collaborators.
• Capacity to work under pressure and meet deadlines.
• Ability to remain calm and focused in high-pressure or emergency situations.
• Flexibility to adapt to changing situations and work in a fast-paced environment.
• Clear and conceptual thinking ability; excellent judgment, troubleshooting, problem solving, analysis, and discretion; ability to handle work-related stress; ability to handle multiple priorities simultaneously; and ability to meet deadlines
• Ability to follow safety protocols and procedures.
• Sitting for extended periods of time while using a computer
• Hearing, Speaking, Vision (With and without corrective lenses)
• Dexterity to operate office equipment such as computers, printers, and telephones.
• Perform occasional physical labor and light lifting up to 20 pounds
• Occasional standing, walking, climbing up and down flights of stairs, and otherwise moving around the office to perform tasks
• Ability to travel as needed.

Job Information

Supervisory Duties:  No

Direct Reports:  N/A

Work Arrangements:  Hybrid

Hours:  M-F; 7AM - 4PM

Travel Required:  Infrequent

Mission/Vision/Core Values

Mission: We advance world-class science and inspire learning across generations.

Vision: The world’s preferred location for underground science and education.

Core Values:

• Safety Focused: We do not compromise safety or endanger the environment.
• Care for Others: We embrace and honor the fundamental value and dignity of all individuals. We listen knowing everyone has something to offer and to learn.
• Professional: What we do is important to our community and the world. We sweat the details to achieve big things. Our behavior and ethics exemplify our best.
• Team Players: We provide unmatched service. We are respectful and deliver for our customers and partners. We build trust not barriers.

Equal Opportunity Employment Statement 

The South Dakota Science and Technology Authority (SDSTA) is an equal opportunity employer committed to the development of a diverse workforce. We foster a work community where every individual feels welcomed, valued, respected and heard and discrimination on the basis of race, color, creed, religion, sex, sexual orientation, gender identity, ancestry, national origin, age, disability, genetic information or political affiliation is prohibited.