JOB
Salary Range: Procurement and Contracts Clerk II, SR-12: $3,449.00 per month
EXAMPLE OF DUTIES
Assembles and formats legal advertisements for goods, services, concessions, construction and consultant services to be purchased, in compliance with Hawaii Revised Statues, Hawaii Administrative Rules, and departmental policiesIssues advertised and solicitation documents to prospective bidders and agencies.Responds to prospective bidders’ inquiries regarding bid document contents or directs them to appropriate specialist, supervisor or agency.Routes contract documents to proper agencies (e.g. Office of the Attorney General) and the Procurement & Contracts Director for approval. Drafts appropriate transmittal letters.Maintains tracking system of contract completion dates and prepares reminder letters for contractors to minimize delay in completing performance of contracts.Maintains complete procurement and contract files.Determines if documents and forms are missing or if files are incomplete.Obtains documentation or notifies appropriate specialist, supervisor or agency of missing or incomplete documents.Determines if documents or records are confidential and files such documents or records appropriately.Audits executed contracts returned by contractors for completeness and compliance with various procedural requirements, such as getting contracts and bonds signed with notary acknowledgement of all signatures.Ensures that insurance requirements and other pertinent requirements are specified in the contract.Responds to telephone or written inquiries on status of contracts, bid results and procedural questions.Assists in the preparation of periodic or special reports.Assembles and formats contracts, plans and specifications; assembles, formats, processes and reviews offers, submittals, related documents, and clerical materials for acceptance against technical and administrative requirements.Determines if submittals are to be rejected as required by HRS or HAR and prepares rejection letter.Verifies accuracy of price extensions/totals of bids submitted.Prepares bid tabulations, and refers to affected agencies for bid award recommendations, after appropriate approval is obtained.Prepares contract award letter.
SUPPLEMENTAL INFORMATION
Salary: The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.Requirements: Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.Temporary Assignment: Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below: A copy of the applicant’s TA History Report or equivalent system-generated report;A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,Copies of the applicant’s signed SF-10 Forms.Documents: Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.Information about Temporary Positions: Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.