What are the responsibilities and job description for the Executive Assistant-Contracts Administrator position at SOUTHEAST ALASKA POWER AGENCY?
Annual Salary: $82k to $110k DOE
Full Benefits
This is an exempt position that reports directly to the CEO at the company headquarters in Ketchikan. The Executive Assistant-Contracts Administrator is responsible for duties that fall into four distinct categories. The primary activities for each category are outlined below and include other duties as assigned.
- Executive Assistant
- Board Meeting Clerk
- Contracts Administrator
- Records Custodian
Executive Assistant
- CEO and administrative staff support, collaborating on complex correspondence, memoranda and reports
- Assist with Federal Energy Regulatory Commission (FERC) compliance, including filings
- Federal and state agency reporting, including U.S. Energy Information Administration (EIA), System for Award Management (SAM.gov), Federal Communication Commission (FCC) license renewals, and State of Alaska Department of Natural Resources (AKDNR) Water Use Data
- Performing independent research and preparing information for assigned special projects
- Maintain content updates on SEAPA website (board packets, public postings)
- Prepare grant applications with supporting documentation
Board Meeting Clerk
- Notification and posting of all board meetings
- Prepare, distribute, and maintain board meeting packets, i.e., agendas, minutes, motions, resolutions, and reports; review and edit CEO and staff reports
- Assist with board meeting logistics
- Attend and record of all board meetings
- Adhere to Roberts Rules of Order
- Communications with the SEAPA Directors, onboarding of new directors
- Travel via commercial or Chartered Small planes to attend Board meetings and/or conferences
Contracts Administrator
- Prepare bid documents, including development of requests for proposals, bid schedules, and addendums, advertising and direct solicitation of vendors, preparing bid evaluations, coordinating communications between bidders and SEAPA management, evaluating incoming bids for compliance, preparing notices of awards, final contract documents, notices to proceed and follow through to successful contract conformance
- Prepare and administer all SEAPA contracts, coordinating with SEAPA counsel as necessary
- Assist in negotiating contract terms with consultants/contractors
- Legal research, coordinating with SEAPA counsel, as necessary
- Collaborate with management and vendors to communicate contract terms, ensure compliance with contractual requirements, and identify and mitigate risks associated with contract provisions
- Review and update existing contracts
- Maintain organized system records
- Create language standards for existing and new contracts as needed
- Coordinate with insurance consultant to monitor and assure consultant/contractor insurance compliance with a focus on risk management
- Prepare Agency insurance applications and contracts, coordinate and communicate with Agency insurance brokers, attend insurance conferences for continuing education and risk management assessment
Records Custodian
- Develop Public Records Request forms and appeal process if necessary
- Evaluate third-party records requests for compliance with Agency policy
- Respond to all requests in a timely and efficient manner
Salary : $82,000 - $110,000