Contracts Assistant (SR-15)

About the role

The Contracts Assistant (SR-15) supports the administration and compliance of federal contracts in alignment with government regulations and requirements. This class assists in complex contract activities for various programs.

Responsibilities

• Initiates, coordinates, and provides a variety of other services in the assembling, preparation, and processing of contracts, plans, and specifications;
• Communicates with department, Purchasing division, and Corporation Counsel on processing contracts and specifications;
• Maintains operational and statistical data and prepares appropriate reports;
• Collaborates with the Purchasing division, publishes legal notices, and notifies affected persons;
• Participates in bid openings;
• Supports administrative tasks on invitations for bid (IFB), requests for proposal (RFP), and addendums;
• Prepares correspondence to contractors;
• Provides customer support, processes application and permit forms;
• Handles procurement and related activities for materials, supplies, and equipment;
• Reviews procurement policies, procedures, and practices, and ensures department compliance;
• Researches, plans, and coordinates the ordering, receiving, and distribution of materials and supplies;
• Confers with manufacturers and vendors to obtain product information, price, and availability;
• Answers inquiries and correspondence from vendors, manufacturers, and service providers regarding operation policies and procedures, and provides additional information as needed;
• Prepares bid specifications for procuring inventory materials and supplies;
• Provides item specifications for obtaining bids in preparation of requisitions to respective vendors;
• Reviews all quotes for inventory items to determine compliance to specifications and makes recommendations;
• Oversees and manages inventory stock, ensuring appropriate physical safeguards over inventory for the department;
• Prepares purchase requisitions by providing proper item identification such as item number, description, quantity, price, etc., ensures proper coding, and ensures expenditures are within allotments;
• Handles discrepancies and late submittals of invoices from vendors, processes new vendors, requisitions, and purchase orders; reviews all requisitions for operational supplies and equipment;
• Handles requisitions with special instructions, corrections, and/or justifications and returns them with appropriate instructions;
• Performs other related duties as required.

Minimum Qualification Requirements

• Education and Experience: A combination of education and experience substantially equivalent to graduation from high school, and four (4) years of clerical experience, two (2) of which shall have included the review and processing of contracts and/or related legal documents in conformance to pertinent laws, policies, and procedures.
• Licenses: Possession of a valid motor vehicle driver’s license (equivalent to State of Hawaii Type 3).
• Knowledge: State procurement laws; federal regulations, and county policies and procedures applicable to contracts; market conditions and price trends of a variety of supplies, materials, and equipment; basic research principles, techniques, and methods; bidding procedures and regulations; contract forms; office practices and procedures; computer applications; and grammar, spelling, and word usage.
• Ability: Review and process contracts in accordance with prescribed laws and regulations; monitor contracts; understand, explain, and apply applicable provisions of ordinances, laws, and regulations governing contracting procedures; maintain records and prepare reports; review and evaluate contract and specification processing procedures; specialized knowledge of bidding and procurement process; conduct effective interviews; maintain effective working relationships with others; deal courteously and effectively with the public; operate standard office machines including desktop computers and peripherals.

Application Information

To apply, visit this link. Applicants must provide detailed work history and submit a valid driver's license. Applications may be rejected if they are incomplete.