0000000288.CONTRACTS SUPPORT ASSISTANT I.PUBLIC WORKS

Dallas County; Dallas (TX); On-site; USD 50,000 - 80,000; Full time

Job summary

Dallas County is seeking a detail‑driven contract management support professional to assist with Major Capital Improvement Program projects, ROW & Utility contracts, and related services. You will prepare, update and maintain contracts, process invoices, and set up purchase orders in Oracle.

Coordinate program activities, attend meetings, and provide technical support to departments and contractors. Requires an Associate’s Degree with five years of related experience or 75 college credits;

Qualifications

• Associate’s Degree and five years of related experience or 75 hours of college credit, or a combination of the two.

Responsibilities

• Maintain contracts, projects and services accounts and process invoices.
• Set up purchase orders in Oracle for approved contracts and work orders.
• Coordinate programmatic activities, attend meetings, and provide technical support to departments and contractors.
• Assist in contract administration, review contracts, monitor compliance and resolve issues.
• Deliver records management and data tracking in P5 and other systems; prepare reports.
• Perform other duties as assigned.

Skills

Attention to detail

Time management

Communication

Teamwork

Education

Associate degree + 5 years related experience or 75 college credits

Tools

Oracle

Public Works P5

Job description

Job Description

Assists with lower level (local) project/contract management support activities (preparation, update, maintenance) for most agreements (master/interlocal/project specific), change orders, contractor performance, and other project delivery systems, contracts and grants non-grants (local) for a department via compliance or financial auditing Performs a variety of complex administrative and project management support responsibilities associated with Major Capital Improvement Program projects, ROW & Utility support contracts, unincorporated services and Road & Bridge support projects, as well as serve on various matrix teams.

Responsibilities

• Maintains contracts, projects and services accounts by performing administrative support for projects: processing consultant and contractors invoices for accounts payables, monitoring funds and resolving discrepancies. Sets up purchase orders for approved contracts and work orders using Oracle based on approved amounts and funding sources.


• Assists management by coordinating all programmatic activities, meetings and schedules, and serves as technical support to departments, officials, contractors and service providers regarding revenues, expenditures, bids, contracts and policies and procedures. Attends public meetings, workshops and task force meetings in order to properly monitor key project delivery activities.


• Assists in contracts administration to include reviewing contracts, monitoring contract compliance and resolving problems. Develops agreements through the District Attorney’s office and responsible for monitoring and processing through Commissioner Court as well as coordinating through outside agencies


• Manages and tracks records, files and database tracking systems through Public Works P5 operation system as well as other operating systems in order to maintain revenues and expenditures, contracts, projects and services; prepares forms, reports and related correspondence.


• Maintains and monitors contractual procedures and processes such as indefinite delivery-indefinite contracts (IDIQ), consultant selection process and A&E contracting procedures. Serves on project team for IDIQ consultant selection including Statement of Qualification (SOQ) interview, review, rating, and recommendation process.


• Prepares documentation for advertising, award court briefings, court orders, and award notification. Works with project team to prepare construction advertisement, bid, and award documents. Researches and disseminates information regarding progress and status of projects.


• Handles all contract coordination with District Attorney’s office as well as keeps records and meetings for project review.

8 Work with field and project management personnel on construction contract development and monitoring through getting pay estimates processed as well as initializing project standards and specifications. May act as lead in training and supervising support staff.

• Perform other duties assigned.

Qualifications

Education, Experience and Training:

Education and experience equivalent to an Associate’s Degree and five (5) years of work related experience or 75 hours of college credit or a combination of the two.

Special Requirements/Knowledge, Skills & Abilities

Knowledge of standard computer applications and standard word processing software. Ability to understand and follow written and verbal instructions, organize and process work and establish and maintain effective working relationships with other County employees and the general public. Must possess a valid Texas Drivers License and good driving record. Will be required to provide a copy of 10-year driving history. Must maintain a good driving record and remain in compliance with Article II, Subdivision II of Chapter 90 of the Dallas County Code. Able to work in high-volume, high-stress environment.

Physical/Environmental Requirements

Standard office environment.