Contract Administrator

Holland America-Princess (Holland America Dawson City Inn); Utqiaġvik (AK); On-site; USD 65,000 - 98,000; Full time

Job summary

The North Slope Borough is seeking a Contracts Administrator to create, process, and track contract documents and related records. You will review documents prepared by others and maintain bid ledgers and budgets within the CIPM framework, ensuring timely delivery and compliance.

Responsibilities include coordinating with departments, assisting auditors, and acting as a backup for contract management. A strong background in contracts and records is required.

Qualifications

• Associate degree or relevant work experience in project administration or contracts.
• Experience preparing contract documents and supervising staff.
• Familiarity with government contracting and record-keeping.

Responsibilities

• Prepare contracts and related documents and review others’ work.
• Maintain bid documents, plan holders lists, and distribute to bidders.
• Track contract history and budgets; update electronic files and logs.
• Assist auditors during contract reviews and respond to inquiries.
• Collaborate with departments to ensure compliance with Title 36.

Skills

Contract management

Report writing

Leadership

Interdepartmental coordination

Attention to detail

Education

Associate’s Degree in Project Administration

Associate’s Degree in Business Law

Two years admin/project administration experience

Valid Alaska Driver’s License

Tools

Access

AS/400 JD Edwards

Job description

Summary or Purpose

Create, process, track contract documents. Review contract documents prepared by others and process in a timely manner.

Essential Duties and Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Prepare contracts and all contract-related documents, and review similar documents prepared by others.

Responsible for maintaining bid documents and plan holders lists for projects currently being bid, and distributing documents to prospective bidders as needed. (CIPM only)

Maintain bid opening calendar and attend bid openings as needed. (CIPM only)

Refer general information calls from contractors and the public to the appropriate Project Administrator, Division Manager, or Principal Investigator.

Maintain petty cash for the CIPM Division. (CIPM only)

Manage the data input into the Contracts Database by CIPM for use by Public Works, the Mayor’s Office, and Law.

Track and maintain contract history and accounting budgets.

Update electronic files to ensure all files are available for use by the department, contractors and consultants, and keep a log of all changes/dates made.

Research contract files to identify accounting discrepancies from a database.

Assist auditors in their review of contracts, and answer questions during the audit procedure.

Work closely with the Department of Labor on Title 36 issues to make sure the Borough is in compliance with reporting on all department contracts.

Act as backup for the Borough-wide Contracts Manager in the processing of NSB contracts. (CIPM only)

Work with contractors, insurance brokers, and/or Project Administrators/Principal Investigators to resolve insurance issues so contract documents can be processed in a timely manner.

Work with the Director and Division Managers to establish procedures for contracts.

Provide information and assistance within the scope of designated authority.

Perform other duties as assigned.

Knowledge, Skills and Abilities

Knowledge of Borough policies and procedures.

Knowledge of the basic principles of record keeping and records management.

Knowledge of the principles of contract management.

Skill in writing accurate reports, technical and business correspondence with a knowledge of the principles of English grammar and sentence structure.

Skill in leadership, coordinating staff, and delegating tasks and authority.

Education, Experience, Certifications and Licenses Required

Associate's Degree in Project Administration, Business Law, or other related fields/OR Two years of administrative or business experience in project administration and/or contract preparation;

Four years of work experience in administrative support, contract document preparation, or project administration;

Two years of work experience with computers, spreadsheet applications, and the Access program or AS/400 JD Edwards.

One year of supervisory work experience. ( Wildlife only )

Valid Alaska Driver's License that meets the North Slope Borough Insurance Criteria.

THE NORTH SLOPE BOROUGH IS AN ALCOHOL AND DRUG FREE WORKPLACE.

This Job Description reflects North Slope Borough's best effort to describe the essential functions and qualifications of the job described. It is not an exhaustive statement of all the duties, responsibilities or qualifications of the job. This document is not intended to exclude an opportunity for modifications consistent with providing reasonable accommodation. This is not intended to be a contract.