JOB Provide contract management, procurement and administrative support to the Operations & Maintenance Department. EXAMPLE OF DUTIES
- Provide administrative support for public works projects, including preparation of bid documents, managing project payments, verifying certified payrolls, ensuring compliance with prevailing wage laws, participation in project meetings, maintaining and tracking project budgets and processing all final documents for project close-out.
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Coordinate website updates and postings including call for bids, plan holder lists, addenda, and meeting minutes as needed for projects and proposals.
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Manage service contracts to ensure compliance with procurement policies, insurance requirements, modifications, extensions and renewal/cancellation dates.
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Receive, examine and process procurement requests; prepare bid specifications and other necessary documents related to the purchase of supplies, materials and equipment;
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Manage the Small Works Roster in compliance with procurement policy.
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Assist all supported departments to determine purchasing needs and specifications. Maintain records on purchase price information on both open market and contract purchases. Analyze purchasing trends to determine the most beneficial procurement for the airport.
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Prepare Board memos, track and ensure complete processing of all Board agenda items.
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Assist with the development of Request for Proposals (RFPs) and associated documents; administers RFP and bid procedures in accordance with Airport policies and applicable law.
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Maintain department files and records including: purchase orders, fuel reports, training records, budgets, and other data files.
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Generate various reports as needed by the Department.
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Calculate and process cost recovery reports.
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Type reports, correspondence, budgets, and memos.
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Order materials and supplies based on cost effectiveness and supplier availability; coordinate with Department staff on items that are back ordered, and provide support and assistance for major purchases.
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Ensure timely processing of paperwork between the Accounting Department and supported departments.
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Provide training on Procurement Policy to staff members as required.
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Perform all other duties as assigned.
SUPPLEMENTAL INFORMATION WORKING CONTACTS WITH OTHERS (INTERNAL AND EXTERNAL):
Regular contact with other departments, tenants and outside sales contacts.
WORKING CONDITIONS, TRAVEL, ENVIRONMENT AND POTENTIAL HAZARDS:
Work is primarily in an office setting with occasional travel on Airport complex and local community. Occasional exposure to mechanical shop and proximity to heavy equipment as well as exposure to airfield noise and pollutants.
EQUIPMENT OPERATION REQUIRED:
Business computing equipment and software, fax machine, copier, calculator, Airport vehicles and two way radio.
