Contracts Specialist - Finance Department

City-of-Kenner; Kenner (LA); On-site; USD 42,000 - 64,000; Full time

Job summary

City of Kenner is seeking a contract administration professional for a 35-hour-per-week role, supporting the Director and staff in planning, approving, and managing contracts with vendors and government entities. The position involves preparing bid packets, coordinating the bid process, maintaining contract records, and ensuring compliance with policies, licenses, bonds, and insurances.

Candidates should have at least two years of contract administration or related experience, a high school

Qualifications

• High school diploma or equivalent required.
• Two or more years of contract administration, accounting, finance, or related experience preferred.

Responsibilities

• Meets with Director, Assistant Director, and staff to plan and review contractual relationships between City, other government entities, and vendors.
• Prepares bid packets using templates and technical inputs; enters bid data in purchasing software and coordinates with Buyers to start bids.
• Coordinates with departments during the bid process; assists with vendor lists, bid openings, pre-bid meetings, evaluations, etc.
• Receives bids, verifies calculations, and collects licenses, insurances, bonds and related documents for approval.
• Prepares and submits interest documents for infrastructure project funding and presents to the Director for consideration.
• Constructs contracts from templates, securing approvals before Mayor’s Office execution.
• Maintains records of contracts, renewals, licenses, bonds, and insurance documents.
• Operates Munis and MS Office suite; conducts data entry and file management.

Skills

Contract administration

Vendor coordination

Data entry

Microsoft Office

Communication

Education

High school diploma or equivalent

Tools

Munis

Microsoft Word

Microsoft Excel

Microsoft Outlook

Purchasing Program

Job description

ONE CURRENT VACANCY

35 HOURS PER WEEK

ESSENTIAL JOB FUNCTIONS

Meets with Director, Assistant Director, and other staff to plan and review contractual relationships between the City, other government entities, and vendors.

Utilizes templates to prepare bid packets including specifications provided by technical experts and other appropriate information; enters bid data in purchasing software and works with Buyers to initiate the bid process.

Coordinates with the departments during the bid process; assists as requested with vendor lists, bid openings, pre-bid meetings, evaluations, etc.

Receives selected bid from departments; verifies calculations; obtains required documentation of insurances, licenses, bonds and other pertinent documents; submits bid to Director for review and approval.

Receives and prepares interest documents for Federal and State sponsored infrastructure projects for presentation by the Director to the Administration for consideration.

Prepares City Council legislation to approve advertisement, commitment of funds, contracts, and change orders; submits to Director for review; prepares routing sheet for approval by Director, City Attorney’s Office, and Mayor’s Office.

Constructs contracts from templates indicating the specific relevant terms of the agreement including type of payment, scope of work, etc.; obtains contracts from infrastructure project sponsoring agencies for selected bids and coordinates to obtain required licenses, insurances, bonds, etc.; submits contracts to Director and City Attorney’s Office for approval before obtaining vendor’s signature and providing to Mayor’s Office for execution of the contract.

Assists Federal and State agency representatives in addressing project changes and audits.

Maintains record of financial transactions related to contracts; submits for acceptance of contract by legislation upon completion.

Maintains record of current contracts and expiration dates; monitors expiration dates and obtains documentation of insurances, bonds, licenses, and other documents which may expire during the term of contracts; processes renewals of contracts as necessary and provided for.

Maintains digital files, databases, and archives of bid packets, legislation, executed contracts, change orders, vendor information, and other related documents.

Types various forms, letters, reports, and various other general correspondences pertaining to contract administration; performs a variety of general clerical tasks such as scanning, filing, typing, data entry, answering phones, etc.

Receives, prepares, and/or reviews various records and reports such as interest letters, project specifications, bid packets, bids, contracts, legislation, licenses, bond certificates, certificates of insurance, etc.

Refers to contracts, policies and procedures of various City departments, manuals, codes / laws / regulations, publications and reference texts, websites, etc.

Operates a variety of office equipment and machines such as computer, copy machine, scanner, fax machine, etc.; performs work in a variety of computer software such as Munis, Microsoft Word, Microsoft Excel, Microsoft Outlook, Purchasing Program, etc.

Uses a variety of general office tools such as calculator, hole punch, binding machine, etc.; a variety of general office supplies such as copy paper, calculator tape, file folders, writing instruments, etc.

Interacts and communicates with various groups and individuals such as Department Director, Assistant Director, Finance Department staff, Mayor’s Office staff, City Council Clerks, Federal and State government employees, vendors, and the general public.

ADDITIONAL JOB FUNCTIONS

Performs general administrative / clerical duties as required, including preparing reports and correspondence, copying and filing documents, entering and retrieving computer data, attending meetings, answering the telephone, etc.

Performs related duties as required.

May be required to report to work during emergency situations, including, but not limited to, city-wide declared emergencies.Requires a high school diploma or equivalency certificate supplemented by two or more years of contract administration, accounting, finance, or similar work experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must have a valid Louisiana driver’s license.

Test Required: ASSESSMENT OF TRAINING AND EXPERIENCE . . . . . . . . . . . Weighted 100%

The City of Kenner is an Equal Opportunity Employer - The Kenner Civil Service Department posts current examination announcements on its online application website. Job applications may be filed only when an examination is announced. It is important that you include your entire employment history including periods of unemployment on your application, plus any relevant education and experience. Applications may be rejected if incomplete. Some job postings have an application deadline; others are open on a continuous basis until a sufficient number of applications have been received. Applicants who are interested in jobs that are not currently open for application may complete a job interest card which may be filed with the Kenner Civil Service Office at any time. DELAY IN THE MAIL: The Kenner Civil Service Department cannot accept responsibility for failure of the applicant to receive an admission slip to an examination, or for failure of the Department to receive material mailed by the applicant. VETERANS PREFERENCE in examinations will be granted only to those persons who provide proof of military service during covered periods and who are found to be eligible. The Kenner Civil Service Department does not discriminate on the basis of disability in the admission or access to, or treatment or employment in its programs or activities. Therefore, reasonable accommodations will be provided to allow access to the Department's programs and activities for individuals with disabilities unless such accommodations would result in undue hardship. Auxiliary Aids such as readers, and large print material or other aids are provided for individuals requesting such accommodations under provisions of the Americans with Disabilities Act.

DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.