Contract Specialist – School District Contracts & RFP Administration
Contract Specialist – School District Contracts & RFP Administration
Salary $90,000/ year
Position Summary
The Contract Specialist is responsible for managing the complete lifecycle of school district contracts and Requests for Proposals (RFPs), ensuring timely submission, execution, compliance, renewals, and record management. This position serves as the primary liaison between internal departments and school district procurement offices to support contract administration, maintain compliance with contractual requirements, and identify new business opportunities through competitive procurement processes.
The ideal candidate is highly organized, detail-oriented, and experienced in public sector contracting, procurement regulations, and contract administration.
Essential Responsibilities
RFP & Bid Management
Monitor school district procurement websites for new RFPs, RFQs, IFBs, and contract opportunities.
Review bid specifications and summarize requirements for leadership.
Coordinate the preparation and submission of proposal responses.
Assemble required documentation, pricing, certifications, insurance documents, references, and supporting materials.
Maintain a master calendar of bid deadlines, renewals, and submission requirements.
Track bid awards and communicate outcomes to leadership.
Contract Administration
Manage the full contract lifecycle from award through execution and renewal.
Draft, review, and coordinate contract documents with legal counsel and internal stakeholders.
Ensure contracts comply with organizational policies and school district requirements.
Maintain executed agreements and amendments within the contract management system.
Monitor contract expiration dates and proactively initiate renewals.
Track contract performance obligations and deliverables.
Compliance
Ensure compliance with federal, state, and local procurement regulations.
Maintain required vendor registrations and certifications.
Coordinate certificates of insurance, W-9s, business licenses, and compliance documentation.
Monitor contractual reporting requirements and submission deadlines.
Assist during audits related to contracts and procurement.
Cross-Functional Coordination
Partner with Operations, Finance, HR, Credentialing, and Legal to gather documentation required for proposals and contracts.
Coordinate pricing approvals and financial schedules.
Communicate contract requirements to operational teams following award.
Serve as the primary point of contact for school district contract administrators.
Coordinate with service department and billing/finance department to ensure school district programs and rates are entered into system.
Contract Reporting & Database Management
Maintain an organized electronic contract repository.
Develop dashboards tracking:
Active contracts
Renewal dates
Pending RFPs
Award status
Revenue by contract
Compliance deadlines
Prepare reports for executive leadership regarding contract pipeline and upcoming opportunities.
Process Improvement
Develop standardized proposal templates and contract checklists.
Recommend improvements to streamline the RFP and contract process.
Maintain standard language and reusable proposal content.
Qualifications
Bachelor's degree in Business Administration, Public Administration, Finance, Legal Studies, Healthcare Administration, or related field.
3–5+ years of contract administration or procurement experience.
Experience responding to public sector RFPs, preferably with school districts or government agencies.
Strong understanding of contract terminology and procurement regulations.
Excellent organizational and project management skills.
Exceptional written and verbal communication abilities.
Advanced proficiency in Microsoft Office, particularly Excel and Word.
Experience with contract management software preferred.
Ability to manage multiple deadlines simultaneously.
Preferred Experience
School district contracting
Educational services
Healthcare services
Therapy services
Special education programs
Public procurement
Government contracting
Vendor management
Core Competencies
Exceptional attention to detail
Strong analytical skills
Time management
Problem solving
Negotiation support
Relationship management
Confidentiality
Collaboration
Process improvement
Deadline management
Key Performance Indicators (KPIs)
On-time RFP submissions
Contract renewal completion rate
Contract execution turnaround time
Proposal win rate
Compliance audit results
Percentage of contracts renewed before expiration
Accuracy of contract documentation
Number of procurement opportunities identified
Ideal Candidate Profile
This role is well suited for someone who thrives in a deadline-driven environment, enjoys managing complex documentation, and has experience navigating school district procurement processes. The successful candidate will ensure the organization remains compliant while maximizing opportunities to secure and renew district contracts, contributing directly to organizational growth and revenue stability.
What we have to offer YOU:
FULL TIME BENEFITS:
Generous Paid Time Off (between 25-28 days!)
12 Holidays including Winter break 12/25-1/1
Medical, Dental, and Vision Insurance
401(k)
Flexible Spending and Health Savings Accounts
Life Insurance
Employee Assistance Program
Referral Program
Professional Development Assistance
Legal and Pet Insurance
Long-Term & Short-Term Disability Insurance
Team Building Events
Incentive Program
PART TIME BENEFITS:
We are excited to offer a range of valuable benefits for our employees who work 25 or more hours per week (Medical, Dental, Vision, FSA, Legal and Pet Insurance)*
Employee Assistance Program
Referral Program
Professional Development Assistance
Full-Time Opportunities Available
Team Building events
Incentive Program
Then we are looking forward to receiving your resume!
** Disclaimer: Please note the most current compensation information for all open positions at Family of Kidz can be found on our careers page at FamilyofKidz.com, which supersedes all other sources and job sites.