Contracts Assistant (SR-15)

County Of Maui; Wailuku (HI); On-site; USD 47,000 - 51,000; Full time

Job summary

County Of Maui seeks a procurement specialist to support the Department of Transportation with contract processing, inventory control and supplier coordination. The role involves assembling contracts, reviewing specifications, and ensuring compliance with federal and county rules.

Experience in bid processes and vendor communications is essential. The position emphasizes inventory oversight, data reporting, and processing requisitions while coordinating with Purchasing and Counsel to manage

Qualifications

• A combination of education and experience substantially equivalent to graduation from high school.
• Four (4) years of clerical experience, two of which shall have included the review and processing of contracts and/or related legal documents in conformance to pertinent laws, policies, and procedures.
• Possession of a valid motor vehicle driver’s license (equivalent to State of Hawaii Type 3).

Responsibilities

• Initiate, coordinates, and provides a variety of other services in the assembling, preparation and processing of contracts, plans, and specifications.
• Maintains operational and statistical data and prepares appropriate reports.
• Prepares bid specifications for procuring inventory materials and supplies.
• Reviews procurement policies, procedures and practices, and assures department compliance.
• Responsible for overseeing and managing inventory stock, ensuring appropriate physical safeguards over inventory for the department.

Skills

Procurement knowledge

Contract review

Inventory management

Vendor communication

Data reporting

Education

High school diploma

Job description

IMPORTANT: HIRING RATES WILL BE BASED ON AVAILABILITY OF FUNDS, THE APPLICANT'S QUALIFICATIONS, AND OTHER RELEVANT FACTORS.

Appointment may be made at any rate within the salary range from SR-15C ($4,221) to SR-15E ($4,563) per month.

IMMEDIATE VACANICES:

Department of Transportation -Temporary Full-Time

Reviews contracts for various programs and specifications, materials, supplies and equipment for the department; performs a variety of technical procurement activities; ensures compliance with laws, rules, and regulations; responsible for inventory management and performs other related duties as required.

Distinguishing Characteristics:

This class is distinguished by its responsibility to assist in complex contract activities for various programs, with particular focus on supporting the administration and compliance of federal contracts in alignment with government regulations and requirements. Work is performed independently and involves a wide variety of purchasing and procurement related functions.

Examples of Duties

• Initiate, coordinates, and provides a variety of other services in the assembling, preparation and processing of contracts, plans, and specifications;
• Communicates with department, Purchasing division and Corporation Counsel on processing contracts and specifications;
• Maintains operational and statistical data and prepares appropriate reports;
• Coordinates with the Purchasing division, the publication of legal notices, and notifying affected persons;
• Participates in bid openings;
• Provides administrative support on invitations for bid (IFB), requests for proposal (RFP), and addendums;
• Prepares correspondence to contractors;
• Provides customer support, processing of application and permit forms;
• Responsible for procurement and related activities for materials, supplies and equipment;
• Reviews procurement policies, procedures and practices, and assures department compliance;
• Researches, plans and coordinates the ordering, receiving and distribution of materials and supplies;
• Confers with manufacturers and vendors to obtain product information, price and availability;
• Answers inquiries and correspondence from vendors, manufacturers and service providers regarding operation policies and procedures, and provides additional information as needed;
• Prepares bid specifications for procuring inventory materials and supplies;
• Provides item specifications for obtaining bids in preparation of requisitions to respective vendors;
• Reviews all quotes for inventory items to determine compliance to specifications and makes recommendations;
• Responsible for overseeing and managing inventory stock, ensuring appropriate physical safeguards over inventory for the department;
• Prepares purchase requisitions by providing proper item identification such as item number, description, quantity, price, etc.; ensures proper coding and ensures expenditures are within allotments;
• Handles discrepancies and late submittals of invoices from vendors, processes new vendors, requisitions and purchase orders; reviews all requisitions for operational supplies and equipment;
• Handles requisitions with special instructions, corrections, and/or justifications and are returned with appropriate instructions;
• Performs other related duties as required.

Training and Experience:

A combination of education and experience substantially equivalent to graduation from high school, and four (4) years of clerical experience, two (2) of which shall have included the review and processing of contracts and/or related legal documents in conformance to pertinent laws, policies, and procedures.

License Requirements:

Possession of a valid motor vehicle driver’s license (equivalent to State of Hawaii Type 3).

Knowledge of:

State procurement laws; federal regulations, and county policies and procedures applicable to contracts; market conditions and price trends of a variety of supplies, materials and equipment; basic research principles, techniques and methods; bidding procedures and regulations; contract forms; office practices and procedures; computer applications; and grammar, spelling, and word usage.

Ability to:

Review and process contracts in accordance with prescribed laws and regulations; monitor contracts; understand, explain, and apply applicable provisions of ordinances, laws, and regulations governing contracting procedures; maintain records and prepare reports; review and evaluate contract and specification processing procedures; specialized knowledge of bidding and procurement process; conduct effective interviews; maintain effective working relationships with others; deal courteously and effectively with the public; operate standard office machines including desktop computers and peripherals.

Health and Physical Condition:

Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations.

Physical Effort Grouping:

Light