Procurement and Contract Management Assistant

Honolulu Authority for Rapid Transportation (HART); Honolulu (HI); On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

Medical, vision, dental, and life insurance

21 days vacation leave

Retirement plan contributions

Flexible spending accounts

Public Service Loan Forgiveness eligibility

Job summary

Honolulu Authority for Rapid Transportation (HART) is seeking a Procurement and Contracts Administrative position based in Honolulu. This role involves overseeing procurement of goods, services, and managing contracts, requiring a combination of education and extensive clerical experience.

The ideal candidate will handle the preparation of contract documents, support bid processes, and ensure compliance with agreements. HART offers attractive benefits including medical plans, generous leave policies, and retirement contributions.

Qualifications

• Must understand and interpret applicable purchasing contract laws, rules, and regulations.
• Requires clerical and technical experience related to specifications.

Responsibilities

• Initiate procurement of goods and services.
• Prepare and review specifications and contracts.
• Assist in the public opening of bids.
• Ensure contract files are organized and accurate.
• Compile weekly status reports on contracts.

Skills

Understanding purchasing contracts

Clerical experience

Technical contract specification work

Office practice knowledge

Education

Graduation from high school

Four years of clerical experience

Job description

Position Overview

Under supervision of the Director of Procurement and Contracts, this position will have a wide range of responsibilities, primarily involving administrative duties of the procurement of goods, services, construction, and the management of contracts.

Key Responsibilities

• Executes necessary procedures to initiate the procurement of professional services, construction, commodities, and related services.
• Prepares, reviews, and finalizes specifications, contract agreements, special provisions, and exhibits for procurement of technical commodities and services, professional services, and construction, through advertised solicitations.
• Supports the receipt of sealed bids, proposals, and statements of qualifications. In the case of bids, assists in the public opening of bids.
• Verifies that solicitation folders are complete and accurate.
• Compiles weekly status reports on solicitations and contracts.
• Assists in processing contract changes and amendments, by compiling and routing documents for review and approval, using the Unifier system.
• Reviews and audits payment requests to ensure compliance with contractual terms.
• Ensures that contract files are organized, complete, and accurate.
• Aids in the closeout of contracts by confirming all contractual terms and conditions have been met.

Minimum Qualification Requirements For The Class

Training and Experience: A combination of education and experience substantially equivalent to graduation from high school and four years of clerical experience, including or supplemented by two years of technical contract specification work experience.

Knowledge of: basic principles practices, purposes, and formats of purchasing contract and specification documents, office practices and procedures.

Ability to: understand and interpret applicable purchasing contract and specification laws, rules, regulations, policies and procedures; review and evaluate contract and specification procedures.

Physical Requirement: Candidates must meet the health and physical condition standards deemed necessary and proper for performance of the duties.

Benefits

HART is an agency of the City and County of Honolulu, and employees enjoy a comprehensive benefits packaged provided by the City. This includes:

• Medical, prescription drug, vision, dental, and life insurance plans
• Generous vacation and sick leave, earning up to 21 days per year
• 13 paid holidays annually (14 days during election year)
• Retirement plan contributions through the Employees' Retirement System (ERS)
• Deferred compensation options to invest pre-tax income for retirement
• Flexible spending accounts for health and dependent care expenses
• Pre-tax transportation benefits, including TheBus and vanpool options
• Access to confidential counseling services through the Employee Assistance Program (EAP)
• Additional perks include training opportunities and employer-funded Holo Card for eligible employees to use on public transit
• Eligible for the Public Service Loan Forgiveness (PSLF) program, supporting employees dedicated to public service

Work Schedule and Location

• Work Schedule: Monday - Friday, 8-hour shift
• Location: The work for this position is conducted on-site at HART’s offices, located in Honolulu, Hawaii 96813. Telecommuting is not currently available for this role.
• HART does not cover relocation costs. Candidates must be able to reliably commute or relocate to Honolulu by first day of employment.