Contract Administrator

The County of Lancaster, South Carolina is seeking a Contract Administrator for the Procurement Department located within the Financial Services Division. We are seeking a highly self-motivated and independent professional who takes initiative and demonstrates strong problem-solving skills. The ideal candidate thrives in an autonomous work environment while maintaining accountability and delivering high-quality results

This position is responsible for preparing, reviewing, and managing contracts, as well as negotiating terms and conditions. It involves supplier management and collaboration with internal County departments to ensure contracts are fully executed. Additional duties include maintaining the contract database and associated files, assisting with contract development, administration, tracking, and analysis, and ensuring effective communication of supplier performance and contract compliance.

This role involves assisting in the preparation, advertising, and addenda of Requests for Proposals (RFPs), Invitations for Bids (IFBs), Requests for Qualifications (RFQs), and quotation solicitations as needed. Acting as a purchasing agent for Lancaster County, the position ensures that all procurement activities align with S.C. State and County Procurement ordinances, departmental guidelines, and grant funding requirements. Responsibilities include performing assigned functions and services to support efficient and effective departmental operations.

While the position operates within a general outline of tasks, it allows flexibility to develop individual work methods and practices. Work is periodically reviewed by the supervisor, and the role reports directly to the Procurement Director.

The tasks outlined below reflect the primary responsibilities of this role, although the supervisor may assign additional duties relevant to the work within this classification as needed. The Contract Administrator will oversee all county contracts from inception to retirement, requiring expertise in contract review, interpretation, development, and an understanding of contract standards and language. The role also requires the ability to evaluate contract performance deficiencies, address disputes, and implement effective resolutions.

Primary Responsibilities:

• Review and recommend contract language, modifications, amendments, and extensions to minimize procedural and legal risks.
• Prepare and execute contractual documents.
• Conduct post-award respondent debriefings and handle negotiations, if necessary.
• Initiate and manage the contract renewal process.
• Address contractor/supplier non-compliance and resolve contract disputes.
• Complete contract closeout tasks, including terminations when required.
• Administer large-scale, long-term contracts.
• Record and maintain organized files (paper and electronic) for executed contracts, including original contracts, correspondence, changes, amendments, payment schedules, and other related documentation.
• Investigate and resolve, or appropriately escalate, disputes and complaints in line with contractual requirements.
• Oversee daily contract management directly or through coordination with project managers.

Collaboration and Analysis:

• Collaborate with all levels of management to analyze and provide recommendations on sourcing strategies, practices, and procedures.
• Prepare and distribute reports and statistical data to support accurate contract records.
• Research new products, services, vendors, and market innovations; update and maintain an Approved Vendor List for County sourcing.
• Keep abreast of market trends, changes in business practices, and new materials and services entering the market. Analyze key trends in contract management, and industry practices.

Procurement and Purchasing:

• Verify purchasing requisitions and ensure the propriety of end-user purchase requests.
• Identify appropriate purchasing avenues such as State contracts, Cooperative Agreements, Emergency Purchases, or Sole Sources.
• Conduct sealed bid openings, collect responses, prepare bid tabulation sheets, ensure responses meet solicitation requirements, and recommend awards to the lowest responsive, responsible bidder.
• Notify end users of contract renewals (30, 60, or 90 days in advance).
• Develop and maintain terms and conditions for purchasing agreements and contracts; recommend modifications to accommodate regulatory, legislative, or County changes.
• Advise and assist County employees in purchasing procedures and review departmental specifications to ensure all required contractual provisions and clauses are included.

P-Card Management:

• Assist Buyer in the day-to-day management of the Procurement Card (P-Card) program, including compliance, tracking, recordkeeping, auditing, and cardholder training during all phases of the P-Card lifecycle.

Process Optimization:

• Gather and organize information for sourcing projects, such as timelines, target costs, and budgets.
• Advertise and maintain project details on the County website and South Carolina Business Opportunities (SCBO) website.
• Assist Buyer in developing unique processes and contract language to address non-traditional circumstances and conditions.
• Provide leadership in developing long-term supply contracts to achieve continuous improvement and ensure cost, service, and quality requirements are met.

Skills and Qualifications:

• Strong leadership and interpersonal skills.
• Excellent verbal and written communication skills.
• Ability to handle stressful conditions, meet critical deadlines, and function efficiently.
• Comprehensive knowledge of computer applications, including MS Excel, MS Word, MS PowerPoint, Adobe, procurement card software, and other electronic document management systems.
• Ability to calculate figures and amounts such as discounts, interest, and percentages
• Must possess a valid South Carolina drivers license with an acceptable driving record for the past three years.

Educational Requirements:
Minimum of an Associate's Degree from an accredited college or university, or specialized training equivalent to two (2) years of college education. Emphasis in Procurement/Purchasing, Business Administration, or a closely related field.

Special Certifications and Licenses:

Certified Public Purchasing Buyer (CPPB) preferred but not required.

Experience Requirements:

Minimum of two (2) years of relevant work experience

COGNITIVE REQUIREMENTS

Reasoning Requirements:

• Perform skilled work involving rules and systems, requiring near-constant problem-solving.

Mathematical Requirements:

• Apply basic algebra, including the use of variables and formulas.
• Compute discounts and interest rates accurately.

Language Requirements:

• Interpret technical instructions, manuals, and charts to solve problems.
• Compose routine and specialized reports, forms, and business letters using proper formatting.
• Communicate effectively using compound sentences, correct grammar, and appropriate word usage.

Mental Requirements:

• Perform specialized technical or professional work with a general understanding of operating policies and procedures.
• Apply technical or professional principles and administrative methods to solve previously unencountered problems.
• Maintain focus and concentration to achieve accurate results, occasionally working under periods of unusual pressure.

AMERICANS WITH DISABILITIES ACT REQUIREMENTS

Physical and Dexterity Requirements:

• Involves primarily sedentary work with occasional walking or standing.
• Requires the ability to exert up to 10 pounds of force on a recurring basis and up to 25 pounds occasionally.
• Includes routine keyboard operations.

Environmental Hazards:

• The role does not involve exposure to any known environmental hazards.

JUDGEMENTS AND DECISIONS

• Responsible for guiding others and making frequent decisions that impact co-workers and individuals relying on the service or product.
• Operates in a somewhat fluid environment, adhering to rules and procedures while managing frequent variations from routine tasks.