What are the responsibilities and job description for the Contracts Management Associate (Procurement Services) position at Hillsborough County, Florida?
Job Overview
Performs duties of moderate complexity assisting and monitoring the various aspects of contract related activities.
Salary
$39,312 - $70844
Ideal Candidate
The ideal candidate work requires the exercise of initiative and independent judgment in ensuring compliance with BOCC Procurement Policy and other mandates and to protect the integrity of awarded contracts. The candidate provides centralized contract oversight of departmental contract managers and project managers to avoid inconsistency in processes, and to ensure that required commodities and services for upcoming expired awards are solicited to avoid contract gaps. The candidate provides controls necessary for legal and procedural compliance to promote harmonious relationships with the vendor community, and to promote public trust.
Core Competencies
- Customer Commitment - Proactively seeks to understand the needs of the customers and provide the highest standards of service.
- Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.
- Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.
- Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.
Tier 2
Duties and Responsibilities
Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.
- Supports budget and expenditure reporting on capital and operating budget projects at the activity level and supports the project budget planning process.
- Prepares scheduled reports on capital and operating budget projects.
- Maintains the master project schedule; advises managers of key deadlines to keep projects on established schedules.
- Assists with preparation all contracts, agreements, change orders and amendments; trains and directs other staff members to support the process.
- Monitors process of bids and quotations, coordinates changes to existing specifications, and translates.
- Input received into bid document language.
- Represents the department at pre-bid conferences and bid openings.
- Initiates requisitions for processing of work order revisions and maintains an updated spreadsheet to inform Project Manager on status of work orders.
- Processes contractual or final payments for design and/or construction projects to ensure that payment applications adhere to financial and contractual aspects of the contract.
- Process department work orders for various capital & operating projects. Review vendor submissions for contractual rate increases.
- Assist various contractors with questions regarding contractual proposal submission. Assist with agenda item preparation. Performs other related duties as required.
Job Specifications
- Knowledge of County, State and Federal laws, guidelines and requirements governing contract structure, procedure and content.
- Knowledge of federal equal employment opportunity requirements as applicable to contracting.
- Knowledge of formats and styles used in legal documents.
- Knowledge of the principles and practices of accounting.
- Ability to read, understand and interpret legal documents.
- Ability to communicate effectively both orally and in writing. Ability to work effectively with others.
Physical Requirements
- Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
- Tasks may involve extended periods of time at a keyboard or workstation.
- Work is performed in usual office conditions.
Work Category
- Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.
Minimum Qualifications Required
- Graduation from high school or possession of a GED certificate; AND
- Five years of experience preparing or monitoring contracts;
OR
- An equivalent combination of education (not less than a high school diploma/GED), training, and experience that would reasonably be expected to provide the job-related competencies noted above.
Emergency Management Responsibilities
In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee’s department, the County’s Office of Emergency Management, or County Administration. Such assignments may be for before, during or after the emergency/disaster.
Career Progression
Employees in this classification that acquire the competencies and minimum qualifications for the next tier will be able to apply for promotional opportunities through a competitive selection process. Employees will not automatically be upgraded to the next tier. Reclassifying a position is based on business need and financial impact and is not based solely on the job competencies or qualifications of the incumbent.
Salary : $39,312 - $70,844
