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Contract Specialist – School District Contracts & RFP Administration

Westbury, NY

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.

 

Why Join our Family? 

Since 1998, Family of Kidz has brought together highly qualified teams of professionals who work diligently to help children with special needs, from birth to adulthood. Our focus is on establishing a strong understanding of each child’s needs and teaching them skills that lead to greater independence and an enhanced quality of life. 

Family of Kidz provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. 

 

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