Contract Administrator

North Slope Borough, AK; Utqiaġvik (AK); On-site; USD 55,000 - 80,000; Full time

Job summary

North Slope Borough is seeking a Contract Administrator to create, process, and track contract documents and to review contracts prepared by others for timeliness and accuracy.

The role supports Public Works, the Mayor’s Office, and Law by maintaining the Contracts Database, tracking budgets, and ensuring compliance with department procedures. A relevant degree or equivalent experience is required, with supervisory experience valued.

Qualifications

• Associate's Degree in Project Administration, Business Law, or related field.
• Two years administrative or project administration experience.
• Four years administrative support or contract preparation experience.
• Two years computer experience with Access/AS/400 JD Edwards.
• One year supervisory experience (Wildlife only).
• Valid Alaska Driver's License.

Responsibilities

• Prepare contracts and all contract-related documents, and review similar documents prepared by others.
• Maintain bid documents and plan holders lists for projects currently bid; distribute documents to prospective bidders.
• Maintain bid opening calendar and attend bid openings.
• Refer general information calls from contractors and the public to the appropriate official.
• Maintain petty cash for CIPM Division.
• Manage data input into Contracts Database for use by Public Works, Mayor’s Office, and Law.
• Track and maintain contract history and accounting budgets.
• Update electronic files for department use and log changes/dates.
• Research contract files to identify accounting discrepancies.
• Assist auditors during audits.
• Work with Title 36 compliance with Department of Labor.
• Act as backup for Borough-wide Contracts Manager (CIPM only).
• Coordinate with contractors and insurance brokers to resolve issues.
• Develop procedures for contracts with Director/Division Managers.
• Provide information and assistance within designated authority.
• Perform other duties as assigned.

Skills

Borough policies

Records management

Contract management

Report writing

Leadership

Education

Associate's Degree in Project Administration

Two years administrative/project administration experience

Four years administrative/contract experience

Two years computer experience (Access/AS-400 JD Edwards)

One year supervisory experience (wildlife only)

Alaska Driver's License

Tools

Access JD Edwards

Job description

Contract Administrator | Career Pages page has loaded.

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.