Contract Administrator

North Slope Borough; Utqiaġvik (AK); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Alcohol and drug free workplace

Job summary

North Slope Borough in Barrow, AK seeks a Contract Administrator to create, process and track contract documents, review materials prepared by others, and ensure timely processing of files. The position supports bid management, contract history tracking, and compliance with borough policies.

The role collaborates with departments, auditors, and project staff to resolve issues, maintain accurate records, and provide information within authorized authority.

Qualifications

• Knowledge of Borough policies and procedures.
• Knowledge of records management principles.
• Knowledge of contract management principles.
• Strong written communication and grammar.
• Experience leading staff and delegating tasks.

Responsibilities

• Prepare and review contract documents and related materials.
• Maintain bid documents, plan holders lists, and distribute to bidders.
• Track contract history and manage budgeting information.
• Coordinate with departments and auditors as needed.
• Ensure compliance with relevant reporting requirements.
• Provide information within designated authority.

Skills

Contract management

Report writing

Leadership

Records management

Policy awareness

Education

Associate's Degree in Project Administration, Business Law

Two years of administrative/project administration experience

Tools

Access

AS/400 JD Edwards

Job description

Contract Administrator in Barrow, AK

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.

The North Slope Borough offers the following benefit packages to all permanent full time and permanent part time employees who work at least 15 hours a week.

Health care is provided at no cost to the employee (no premiums). Our Health Care package covers major medical, preventive care, vision, dental and prescription drug benefits.

Benefits do not apply to temporary employees.