What are the responsibilities and job description for the Administrative Office Coordinator - City Clerk position at City of Delray Beach, FL?
Job Description
EEO Statement
Non-Smoking
The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.
This is an administrative position of moderate complexity requiring strong organizational skills to coordinate, oversee and monitor a wide variety of procurement contracts and agreements, professional and technical services agreements, memoranda of understanding and similar documents ranging from routine to complex. This work involves monitoring contract processing procedures and activities; reviewing contract requests and proposals, and serving as a liaison between the Purchasing Department, other departments, and the City Clerk’s Office during the contract approval process. Work is performed under the general supervision of the City Clerk or designee.
Essential Job Duties
The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. The specific duties of this position are subject to internal control restrictions which will prevent one individual from doing all tasks of this classification.
- Coordinate, review, evaluate and monitor a wide variety of procurement contracts and agreements, professional and technical services agreements, memoranda of understanding and similar documents ranging from routine to complex.
- Review contracts and other agreements for completeness and accuracy.
- Coordinate activities involving administration, monitoring, and maintenance of contracts pertaining to City projects
- Assist in continual improvement of the contract review process
- Ensure contracts comply with appropriate laws, mandates, priorities, objectives, guidelines, regulations and City policies and ordinances.
- Oversee and coordinate records management process
- Set up, maintain, and manage files for compliance monitoring purposes.
- Ensure timely filing and archiving of executed documents, such as contracts/agreements, bonds, insurances and other financial assurances and guarantees.
- Record documents with Palm Beach County through Simplifile.
- Retrieve contracts and documents from archives as requested.
- Work collaboratively with internal clients to plan and anticipate contract timeline milestones and deliverables.
- Responsible for publication of legal advertisements for the City as requested
- Enter invoices into Tyler New World and create check requests when applicable
- Review all check requests and invoices paid by the department, keep files of purchase orders and ensure prompt payment of invoices
- Coordinate, verify and reconcile all procurement card purchases for all department expenditures
- Perform all functions and responsibilities according to the Palm Beach County Commission on Ethics Code of Ethics.
- Foster positive employee relations and employee morale on a City-wide basis.
Minimum Qualifications
- Associates Degree from an accredited college or university with major study in Business Administration, Procurement, Public Administration, Finance, Business Law, or a closely related field.
- Minimum of two (2) years' experience in contract administration, business administration, procurement or purchasing of goods and services or administration contracts, preferably in local government agency.
- High school diploma or equivalent with four (4) years' experience in contract administration, business administration, procurement or purchasing of goods and services or administration contracts, preferably in local government agency.
Ability to work independently. Ability to prepare written and oral reports and presentations. Strong proficiency with PC's, word processing and spreadsheet applications. Ability to manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training, and experience. Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment. Demonstrate ability to utilize personal computer and office software such as MS Word, MS Excel and electronic mail.
The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer's specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.
A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.
Supplemental Information
Physical Demands/Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk, kneel, bend, stoop and stand. The employee must occasionally lift and/or move up to 15 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to sit at a desk and view a display screen for extended periods. Work inside in an office environment.
SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job may change.
