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Years of Experience
Date Last Verified
Contracts Specialist Duties: Prepares agreements and contracts for services used by and/or provided by the District. Assembles documents, specifications, requirements and facilitates distribution of contract documents for approval. Distributes executed contracts. Prepares and organizes documents for competitive bid processes. Works with District departments who are initiating the bids to secure information about project specifications, scope, timelines, and special features such as, code and legal requirements. Works with Risk Management to define and describe insurance, bond, labor, and other requirements that must be communicated to project bidders. Compiles materials for solicitation of bidders, provides information to bidders, and distributes project manuals and/or requests for proposals/information. Sets up and maintains up-to-date files, databases, and other resources for monitoring contracts and conveying information mandated by local, state, and federal agencies, and used by District administration for project and financial management. Monitors and verifies contractors’ compliance with contractual requirements pre-project, work-in-progress, and post-project. Verifies qualifications, licenses, bonding capacity and rating of contractors and sub-contractors. Monitors contractors’ submittal of compliance information such as for paid and sub-contracted labor and materials. Initiates stop-work notices to contractors who are out of compliance. Works with contracting departments and accounting to withhold payments. Prepares routine reports describing project status, work-in-progress, and contractual compliance. May work with auditing/enforcement agencies such as those dealing with labor laws, occupational health and safety, and environmental quality as needed depending on the specifications set forth in the contracts. Reviews bid and contract processes, procedures and document language to improve efficiency and communications. Provides input to continuous improvement of District policies and procedures governing projects and contracting. Reviews and processes invoices and requests for payment on contracts. Requests, and may query accounting information and reports on financial performance of contracts. Conducts research of policies, education codes industry statistics, and trends, etc., to compile reports for administration support changes in bid/contracting best practices. Attends and may facilitate pre-bid conferences. Maintains up-to-date policy manuals and files. Performs other duties as assigned that support the overall objective of the position.
Qualification and Experience
QUALIFICATIONS: Qualifications: A Associates Degree and 3 years of progressive experience in a paralegal, construction management, public works or equivalent environment. Additional progressively administrative support experience may substitute for some higher education. High School Diploma or Equivalent (A Certificate of Proficiency is required if graduated prior to 1981). Typing Certificate of 40 WPM or higher (within 1 year of closing date of job). Knowledge of: Principles, practices, and procedures associated with bidding and contracting for public works construction projects, professional services, and the purchase of goods and routine services. Requires working knowledge of content and formatting of contractual documents and forms, legal entities, bonding, insurance and other financial requirements. Requires basic knowledge of education codes and state and federal regulations governing contracts and labor. Requires in-depth knowledge office practices, procedures and equipment, including filing systems, and letter and report writing. Requires basic knowledge of public disclosure and open meeting laws. Requires working knowledge of personal computer based software programs that support this level of work, including word processing, spreadsheet, databases, special applications used in education. Requires sufficient math skills to understand routine financial and statistical information. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare routine correspondence. Requires sufficient human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts to customers. Ability to: Requires the ability to independently perform all of the duties of the position. Requires the ability to coordinate, organize, and monitor the District’s contract development, administration, and monitoring functions. Requires the ability to coordinate logistics for bid, pre-bid, and award processes. Requires the ability to maintain accurate and records relating to contracts and contractor performance. Requires the ability to learn, interpret, explain, and apply knowledge of District and local, state, and federal policies, procedures, and regulations governing contract administration in the public sector and in education. Requires the ability to prepare spreadsheets, and enter, import, and export data to and from databases. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to develop and maintain productive work relationships with staff, customers, and the public using patience and courtesy, and in a manner that reflects positively on the organization unit and complies with District policy on customer service standards.
Closing Date/Screening test Date: January 25, 2018
Job ID: 1468
Company infoHiring Coordinator