Contracts Assistant SR-15

IMMEDIATE VACANICES:
Department of Transportation Temporary FullTime

Reviews contracts for various programs and specifications materials supplies and equipment for the department; performs a variety of technical procurement activities; ensures compliance with laws rules and regulations; responsible for inventory management and performs other related duties as required.

Distinguishing Characteristics:

This class is distinguished by its responsibility to assist in complex contract activities for various programs with particular focus on supporting the administration and compliance of federal contracts in alignment with government regulations and requirements. Work is performed independently and involves a wide variety of purchasing and procurement related functions.

Examples of Duties: (The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position and are consistent with the class concept.

• Initiate 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;
• Coordinates with the Purchasing division the publication of legal notices and notifying affected persons;
• Participates in bid openings;
• Provides administrative support on invitations for bid (IFB) requests for proposal (RFP) and addendums;
• Prepares correspondence to contractors;
• Provides customer support processing of application and permit forms;
• Responsible for procurement and related activities for materials supplies and equipment;
• Reviews procurement policies procedures and practices and assures 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;
• Responsible for overseeing and managing 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 are returned with appropriate instructions;
• Performs other related duties as required.

Training 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.

License Requirements: Possession of a valid motor vehicle drivers license (equivalent to State of Hawaii Type 3.

Knowledge of: 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 to: 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.

Health and Physical Condition:
Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations.

Physical Effort Grouping: Light

APPLICATIONS MAY BE FILED ONLINE AT: you have never applied for a job using the NEOGOV system you must create an account. You will need a username password and working email address to create your account. Your detailed work history is required on the application. A resume submitted in lieu of an application will not be sufficient. Furthermore See resume is NOT an acceptable response under the Work Experience section. An application containing this response may be deemed incomplete. Applications may be rejected if they are incomplete.

EXAMINATIONS ARE ADMINISTERED IN THE COUNTY OF MAUl ONLY

The above examination is being given on an opencompetitive basis to establish an eligible list which shall be effective for not more than one year unless extended by the Director of Personnel Services.

AN EQUAL OPPORTUNITY EMPLOYER

The County of Maui does not discriminate on the basis of race sex sexual orientation age religion color ancestry national origin disability marital status pregnancy arrest and court record assignment of child support national guard participation or any other basis covered by state or federal laws governing nondiscrimination

PreEmployment/PostOffer Drug Screening Test: All applicants who will enter a safety sensitive position or certain designated categories that the Personnel Services Director has established or who are required by law to be drug tested must pass a preemployment/postoffer drug screening test as a condition of employment. There is no retesting or reevaluation process. Cost for the drug screening test shall be borne by the County of Maui.

Personnel Services Email: