SUMMARY:
A Contracts and Procurement Specialists assists the County Auditor and staff with assigned duties which include drafting, transmitting, filing, and organizing documents related to contracts and procurement; ensure documents satisfy State and federal requirements; schedule and conduct pre-bid meetings and bid openings; and work directly with potential vendors and contractors in addition to County staff and the general public.
CONDITIONS OF EMPLOYMENT
- Subject to post offer, pre-employment drug screening
- Subject to post offer, pre-employment background check
ORGANIZATIONAL RELATIONSHIPS
- County Auditor
- N/A. This is a non-supervisory position.
- Has frequent contact with County officials and staff, attorneys, contractors, vendors, consultants, the general public
ESSENTIAL DUTIES
Duties include, but are not limited to, the following:
· Works closely with the County Auditor’s Office and the County Attorney’s Office staff to ensure the County is in compliance with State and federal contracts and procurement rules and regulations
· Works cooperatively with all County departments to competitively procure goods and services utilizing solicitations for bids, requests for proposals, requests for qualifications, cooperative purchasing agreements, etc.
· Coordinates efforts with the County’s grant administrators to ensure that respective procurement processes and documentation satisfy grant requirements
· Drafts contract and procurement documents including specifications for bids and proposals and collaborates with County departments to define scopes of work
· Conducts pre-bid meetings, answers questions prior to bid deadlines, conducts bid openings, and notifies bidders of selection.
· Assists the County Attorney’s Civil Division with developing, reviewing, and renegotiating contracts
· Administers a database of County contracts
· Prepares items for the Commissioners Court agendas
· Serves as a liaison between the County and other parties to contracts to ensure that contractual obligations are being fulfilled
· Reviews and tracks legislation related to procurement and government contracting
· Develops and analyzes operational data to provide recommendations to the Commissioners Court and County staff which may guide County decision-making involving the use of contractors to perform certain work
· Contacts and coordinates with Court personnel as well as vendors, contractors, consultants, and grant administrators, among others
· Creates and maintains paper and electronic files, as directed
· Maintains confidentiality of records at all times
· Assists with responses to record requests under the Public Information Act
· Performs other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Required Knowledge: The successful candidate will have knowledge of the following:
Contracts – knowledge of contract terminology, bidding and contracting laws, governmental processes, basic grant procedures and terminology, and the ability to track and update a contracts database.
Procurement – knowledge of governmental procurement such as procurement procedures, terminology, and applicable State and federal statutes.
Clerical – knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Office Work – knowledge of appropriate customer service including in person assistance and telephone and email etiquette; familiarity and proficiency with office machines including copiers and facsimiles.
Computers and Software – proficient personal computer skills including e-mail, record keeping, database activity, spreadsheets, formulas, word processing, and more.
Skills/Abilities: The successful candidate must be able to:
· Understand and interpret legal processes and procedures;
· Communicate clearly and effectively during interactions with others even when the other person may be highly agitated, emotional, or anxious;
· Work under pressure;
· Be able to assist and support others;
· Possess strong typing and computer skills;
· Demonstrate great attention to detail;
· Communicate effectively in writing;
· Handle multiple tasks simultaneously;
· Be able to prepare documents and spreadsheets neatly and accurately;
· Operate computers and use standard word processing, data inquiry, date entry and spreadsheet software packages;
· Be able learn and adhere to departmental policies, rules, regulations, and procedures;
· Establish and maintain effective working relationships with other County employees and external entities;
· Type at least 50 words per minute
REQUIRED EDUCATION, EXPERIENCE, AND/OR TRAINING
- High School Diploma or equivalent is required, with at least an Associate Degree preferred
- A minimum of Three (3) years of experience working in an office environment, preferably in County government, performing skills relevant to this position
- A minimum of two (2) years of experience working in contract administration or compliance, auditing, or accounting.
- Advanced skills in Microsoft Office including Excel, Work, and Outlook
- Advanced writing and phone skills
PHYSICAL AND MENTAL ACTIVITIES AND REQUIREMENTS FOR THIS POSITION
The physical and mental activities and requirements listed are representative of those that must be met by an employee to perform the essential functions of this position.
Finger dexterity: Manual dexterity sufficient to work with the fingers.
Visual Abilities: Normal vision, with or without corrective lenses.
Physical Strength: Exerts up to 10 lbs. of force occasionally and may need to lift up to 20 lbs. occasionally. Sedentary physical activity performing non-strenuous daily activities of administrative nature. May frequently bend, kneel, walk, stand, and reach. Extensive sitting. Frequent use of arms, hands, and fingers to reach, handle, touch, and feel.
Language/Comprehension: Ability to read and interpret statutes, regulations, ordinances, legal pleadings, and other business documents. Ability to respond to common inquiries or complaints effectively and professionally.
Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram forms and work with abstract and concrete variables.
Mathematics Ability: Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
For the purpose of compliance with the Americans with Disabilities Act (ADA) and the ADA Amendment Act, this job description does not take into account potential reasonable accommodations.
WORK SCHEDULE/HOURS
Regular schedule is eight (8) hour shifts for five (5) days each week, Monday – Friday, typically from 8:00 am to 5:00 pm, with occasional evenings, weekends, and/or holidays as needed.
WORK CONDITIONS
Work will take place in a well-lit, heated and/or conditioned indoor office with adequate ventilation. The office environment will generally have a moderate noise level.
PERFORMANCE MEASUREMENTS
- The County Auditor’s Office is running smoothly and efficiently
- Demonstrated knowledge of drafting, negotiating, and reviewing contracts
- Demonstrated understanding of the County’s procurement needs and effectively conducting procurement duties as assigned
- Effective working relationships with County staff, consultants, contractors, vendors, and the general public
- Employee understands and adheres to County’s policies
- The County’s professional reputation is maintained
Job Type: Full-time
Pay: $23.90 - $25.11 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Physical Setting:
Work Location: In person
