Contracts & Procurement Specialist
City of Clearwater-
THE CITY OF CLEARWATER IS AN EQUAL OPPORTUNITY EMPLOYER
Applicants must be legally authorized to work in the United States without the need for current or future visa sponsorship. City of Clearwater will not sponsor employment visas (e.g., H-1B, or any other work authorization status).
Position Description
ENTRY SALARY: $ 48,673.30
Under general direction, the Contracts & Procurement Specialist performs secretarial, clerical, and office work in the administration of contracts for architectural, engineering, and construction projects for the City of Clearwater.
CURRENT RECRUITMENT IS FOR THE PUBLIC UTILITIES DEPARTMENTDuties and Responsibilities
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Essential Functions: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Essential duties and responsibilities may include, but are not limited to, the following:
- Prepares, distributes, maintains, and publishes documents supporting the construction process of various Engineering projects; assists with the procurement of qualified bidders and coordinates the various Project Managers, finance department, and legal department.
- Reviews, researches, and processes invoices for engineering and construction projects with assistance from Managers and various departments as necessary.
- Tracks, researches, and provides payment information to various departments as necessary.
- Compiles, prepares, and maintains project contract schedules; reviews, monitors, and evaluates contract documents for compliance with City and legal requirements; ensures all contractors are properly licensed, insured, and perform work to meet State Statutes.
- Develops and implements procedures to satisfy contract requirements; trains, facilitates and mentors department staff on their implementation.
- Assists, supports, and helps Project Managers with pre-bid meetings, progress meetings, and requests for information; attends bid openings and records bids; prepares contract documents for inclusion with Council agenda items and subsequent execution by contractors.
- Provides document control for City projects during bid and construction phases.
- Coordinates, organizes, and monitors signed contract documents and public construction bonds for execution by the City.
- Assists in ensuring fulfillment of contractual obligations by architects, engineers, and contractors; provides administrative, clerical, and technical support monitoring RFPs, contracts, and other required documents.
- Researches, investigates, and assists with contractual problems and administrative matters for the Project Managers, Assistant Director, and other department managers.
- Interprets and applies pertinent State, County and City rules, regulations, policies and procedures; coordinates legal department's review, evaluation, and approval of special projects.
- Attends, engages, and participates in meetings that support the project process; handles pre-bid meetings, qualification meetings, pre-construction meetings, and general construction progress meetings.
- Performs customer service and other duties as assigned.
Minimum Qualifications
Licenses, Certifications, and Equipment:
A valid State driver's license is required.
Education and Experience:
High School Diploma, High School Equivalency Diploma or G.E.D. Certificate PLUS two (2) years experience coordinating construction projects, performing legal research, purchasing, contract administration, or related work; OR an equivalent combination of education, training, and experience may be considered.
Supplemental Information
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Knowledge of –
- City Contract requirements
- Purchasing guidelines
- Contract specifications and documentation of construction milestones
- City specifications for building streets and sidewalks, sanitary and storm sewers, gas, and general public works construction
- Office practices, procedures, and equipment
- Record keeping, report preparation, filing methods, and records
- General office policies and procedures; computers and general office equipment
Skill in –- Administering contracts in various stages
- Meeting defined deadlines for contract and construction initiation and completion
- Maintaining complex records and preparing detailed reports
- Completing tasks given both orally and in writing
- Maintaining detailed files and records
- Establishing and maintaining relationships with Project Managers, consultants, contractors, and the general public
- Operating a computer and related software