Contracts Specialist Sr - Public Works Administration
Contracts Specialist Sr - Public Works Administration
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Job Description
Marion County requires onsite work. Remote work is not available.
- GENERAL STATEMENT OF DUTIES
Develop coordinate and process contracts ensuring legal policy and procedural compliance. Audit contractor compliance through site audits and review of required reports. Monitor contract budgets cost center allocations and special contract conditions. Perform financial duties related to the receiving and reporting of contract funds.
SUPERVISION RECEIVED
Works under the supervision of department management with the ongoing support and direction of the department contracts team which assigns work established goals and reviews the results obtained for overall effectiveness through the analysis of reports and conferences.
SUPERVISION EXERCISED
Supervision is not a primary responsibility of this classification; however lead worker duties are a part of this classification. An appointing authority may assign duties as described in the Marion County Personnel Rules without additional compensation. Typical Duties Duties include but are not limited to the following
Contract and Agreement Planning:
- Independently develop and coordinate department solicitations agreements and awards including contracts for personal services A&E and related services facilities maintenance public improvements interdepartmental and intergovernmental agreements cooperative agreements and direct awards.
- Serve as central point of contact for bids quotes and proposals.
- Prepare solicitation documents and manage contract awards.
- Collaborate and lead evaluation committees for vendor or contractor selections.
- Work directly with the finance department as well as contractors and vendors to provide guidance and secure documentation required for creation and completion of contracts.
- Collaborate with technical resource staff to develop specifications requirements and guidelines; translate program requirements into contract terms; lead prebid conferences; clarify issues with bidders or potential contractors; and evaluate contract bidders against selection criteria.
- Manage the negotiations process for engineering design and construction services including negotiating contract terms and conditions.
- Prepare bid packets and coordinate receipt of incoming responses as appropriate.
Contract Management & Administration
- Compose correspondence in communication with the public contractors department divisions and other county departments and agencies.
- Prepare coordinate and track amendments renewals and extensions to contracts and agreements and change orders.
- Serve as central point of contact for customers and suppliers; recommend appropriate price changes and decision to cancel bid again or new/extend contracts.
- Administer contracts by assuring compliance with the terms and conditions of contracts including resolution of problems concerning the obligations of the parties; terminate contracts by analyzing negotiating; analyze and evaluate cost or price proposals and accounting systems data; establish and/or review departmental contracts programs policies or procedures with contract administrators and management.
- Follow up with insurance companies and/or contractors to secure receipt of new insurance binders and assure insurance coverage through contract term.
- Provide guidance and training to project team and department employees or contractor on contractual terms and conditions applicable state and department requirements and internal policies and procedures.
- Attend meetings as requested related to projects and contracts.
- Access state price agreement and other cooperative agreements to assure compliance with Marion County purchasing rules and procedures.
- Act as liaison between contractor and staff.
- Develop/draft methods approaches and best practices for standardized workflows and process.
- Monitor terms and conditions of vendor contracts.
Database Management
- Enter and maintain data into the Contracts Management System (CMS) extract information and format reports from CMS for distribution to management staff and other contract administrators.
- Process purchase orders in the Financial Management System (FIMS).
- Enter maintain and search documents in the OregonBuys system.
- Other duties as assigned by your supervisor.
Requirements for the Position
- EXPERIENCE AND TRAININGSPECIAL REQUIREMENTS
- Bachelors degree in business or public administration accounting finance or a related field; AND
- Two years of experience in contract preparation and administration OR
- Any satisfactory combination of work education training or experience relevant to the position as determined by Marion County.
- Must possess a current drivers license in the applicants state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: possessa valid Oregon drivers licenseat time of hireor obtain within 30 days of hireand maintain an acceptable drivers record.
- The finalist for this position will be required to pass a criminal history background check; however conviction of a crime may not necessarily disqualify an individual for this position.
- This assignment is represented by a union.
- This is a fulltime position which is eligible for overtime.
- Typical Work Schedule: Monday through Friday 8:00 a.m. 5:00 p.m. with flexibility depending upon the needs of the department and program.
KNOWLEDGE SKILLS AND ABILITIES
Considerable knowledgeof administrative principles and practices involving the areas of budget and personnel; systems approach to client services; ability to make recommendations based on information collected in studies and to illustrate policy impact of alternative decisions.
Considerable skills and ability to: function independently; thorough knowledge of and ability to participate in effective team approaches in service delivery including team development coordination and collaboration; negotiation compromise and facilitation of conflict resolution and problem solving; oral and written communication skills; use of multiple software programs especially those related to financial spreadsheets; establish and maintain effective working relationships with clients other employees other agencies and the public.
PHYSICAL REQUIREMENTS
Operates a motor vehicle and maintains an acceptable driving history; stands; sits for up to 1/2 hour; walks about the work area; bends forward; reaches overhead; lifts and pushes up to 25 lbs.; moves carts weighing up to 50 lbs.; carries items weighing up to 25 lbs. for up to 50 feet; keyboard operation; rapid mental/hand/eye coordination; speaks in a clear and audible voice; reads 12 pt. font; ability to hear at a normal speech level; may be exposed to office chemicals such as toner.
PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program fulltime employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.VISA SPONSORSHIP
Marion County does not offer VISA sponsorship. Within three days of hireyou will be required to complete the US Department of Homeland Securitys I9 form confirming authorization to work in the United States. Marion County is an EVerify employer and will use EVerify to confirm that hires are authorized to work in the United States.VETERANS PREFERENCE
Applicants are eligible to use Veterans Preference when applying with Marion County in accordance with ORS 408.225 408.230 and 408.235 and OARand. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.DOCUMENTS REQUIRED FOR VETERANS PREFERENCE
- One of the following:
- MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215; OR
- Letter from the US Department of Veterans Affairs indicating receipt of a nonservice connected pension; OR
- Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
- In addition to one of the above documents Disabled Veterans must also submit one of the following:
- A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
- Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
You can request copies of your military service record through the National Archives website at County is an Equal Opportunity Affirmative Action Veteran and Disability employer committed to increasing the diversity of its workforce.
Applicants with a disability may request reasonable accommodation through Human Resources in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please emailHuman Resourcesif you wish to request an accommodation.
- One of the following:
Required Experience:
Senior IC
Employment Type
Full-Time
