What are the responsibilities and job description for the Contract Specialist/Administrative Assistant position at City of Coral Gables?
Performs responsible administrative and technical duties within the Finance Department’s Procurement Division.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
Contract Specialist Duties
Prepares competitive sealed bids, competitive sealed proposals, requests for quotations and requests for statements of qualifications tabulations and due diligence reviews.
Assists in the preparation of formal and informal bid specifications, scopes of services and scopes of work to ensure consistency with department objectives and that competition is not restricted.
Schedules, advertises, and assists with pre-bid/pre-proposal conferences and evaluation committee meetings.
Conducts reference checks and other necessary reviews of potential bidders on behalf of the Procurement Specialists.
Researches and facilitates emergency requests, investigates sole source purchases, piggyback contract options to suit departmental needs.
Assist with the drafting of Commission memos and resolutions through guide from the Procurement Specialists.
Reviews contracts and leases to ensure consistency with resolutions, solicitations and applicable governing laws and ordinances in preparation for contract and lease execution.
Attends meetings and conferences as directed on behalf of the Procurement Division.
Tracks contracts approaching the end of their term and coordinates renewal/re-bid with departments.
Issues informal quotes and solicitations for goods, equipment and services.
Performs special projects, as assigned by the Chief Procurement Officer and Assistant Chief Procurement Officer
Assists in the disposition of surplus equipment and property.
Assists in the annual year-end closing process, including inventory activities as applicable.
Prepares a variety of comprehensive reports.
Maintains good working relationships with and provides excellent customer service to vendors, City employees, the general public and other agencies.
Performs special projects, as assigned by the Chief Procurement Officer and Assistant Chief Procurement Officer.
Conduct research with other municipalities and other sources for piggyback contracts and other procurement policies and procedures.
Prepare contract documents to route for execution throughout the City.
Work closely with Project Managers and end users to ensure the Scope of Work is in line with the department objectives.
Administer and coordinate site visits for construction bids and RFP’s as needed.
Administrative Assistant Duties
Performs other related tasks as required.
Handles division mail and phone calls and front desk duties. Provides information to internal and external customers. Composes and prepares responses to correspondence. Maintains records and files. Operates computer, fax machine, and other office equipment.
Prepares materials for division meetings and public speaking presentations.
Prepares, maintains, and distributes a variety of reports.
Conforms with and abides by all regulations, policies, work procedures, and instructions.
Maintains and orders all offices supplies.
Handles payroll activities for the division.
Acts as the primary back-up support for the Sr. P-Card Administrator/Administrative Asst. position.
Performs other related duties as assigned.
Associate’s degree in Finance, Business, Public Administration or a related field. Bachelor’s degree preferred.
Two (2) years of responsible purchasing experience, to include bid processing and contract administration.
A CPPB (Certified Professional Public Buyer), CCPP (Certified Public Purchasing Officer), CPM (Certified Purchasing Manager) or CPSM (Certified Professional in Supply Management) certification is desired.
Any combination of education and experience may be considered.
Valid Florida Driver’s License.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
Contract Specialist Duties
Prepares competitive sealed bids, competitive sealed proposals, requests for quotations and requests for statements of qualifications tabulations and due diligence reviews.
Assists in the preparation of formal and informal bid specifications, scopes of services and scopes of work to ensure consistency with department objectives and that competition is not restricted.
Schedules, advertises, and assists with pre-bid/pre-proposal conferences and evaluation committee meetings.
Conducts reference checks and other necessary reviews of potential bidders on behalf of the Procurement Specialists.
Researches and facilitates emergency requests, investigates sole source purchases, piggyback contract options to suit departmental needs.
Assist with the drafting of Commission memos and resolutions through guide from the Procurement Specialists.
Reviews contracts and leases to ensure consistency with resolutions, solicitations and applicable governing laws and ordinances in preparation for contract and lease execution.
Attends meetings and conferences as directed on behalf of the Procurement Division.
Tracks contracts approaching the end of their term and coordinates renewal/re-bid with departments.
Issues informal quotes and solicitations for goods, equipment and services.
Performs special projects, as assigned by the Chief Procurement Officer and Assistant Chief Procurement Officer
Assists in the disposition of surplus equipment and property.
Assists in the annual year-end closing process, including inventory activities as applicable.
Prepares a variety of comprehensive reports.
Maintains good working relationships with and provides excellent customer service to vendors, City employees, the general public and other agencies.
Performs special projects, as assigned by the Chief Procurement Officer and Assistant Chief Procurement Officer.
Conduct research with other municipalities and other sources for piggyback contracts and other procurement policies and procedures.
Prepare contract documents to route for execution throughout the City.
Work closely with Project Managers and end users to ensure the Scope of Work is in line with the department objectives.
Administer and coordinate site visits for construction bids and RFP’s as needed.
Administrative Assistant Duties
Performs other related tasks as required.
Handles division mail and phone calls and front desk duties. Provides information to internal and external customers. Composes and prepares responses to correspondence. Maintains records and files. Operates computer, fax machine, and other office equipment.
Prepares materials for division meetings and public speaking presentations.
Prepares, maintains, and distributes a variety of reports.
Conforms with and abides by all regulations, policies, work procedures, and instructions.
Maintains and orders all offices supplies.
Handles payroll activities for the division.
Acts as the primary back-up support for the Sr. P-Card Administrator/Administrative Asst. position.
Performs other related duties as assigned.
Associate’s degree in Finance, Business, Public Administration or a related field. Bachelor’s degree preferred.
Two (2) years of responsible purchasing experience, to include bid processing and contract administration.
A CPPB (Certified Professional Public Buyer), CCPP (Certified Public Purchasing Officer), CPM (Certified Purchasing Manager) or CPSM (Certified Professional in Supply Management) certification is desired.
Any combination of education and experience may be considered.
Valid Florida Driver’s License.