Contracts Assistant (SR-15)

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 driver’s 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