DescriptionPURPOSE OF CLASSIFICATION The purpose of this classification is to execute highly responsible administrative and contracts work for the Central Services Department. Work requires a thorough knowledge of department operations, procedures, and overall county organization performed with considerable independence and confidentiality, and interpretation of policies which may include special assignments that involve independent research. ESSENTIAL FUNCTIONS The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Reports to the Contract Compliance Manager and assists with the administration and compliance of capital improvement projects. Consulting with director, buyer, and/or requesting organization as required for developing bid specification requirements. Prepares invitation to bid forms, instructions and legal documents; develops appropriate vendor list for each bid package specifications, Requests for Proposals (RFP); schedules bid openings and pre-bid conferences; records such openings and conferences as appropriate; coordinates with requesting department as necessary. Prepares legal notices for publication in newspaper, monitors for compliance, and files as required by county ordinance; prepares bid packages and makes distribution to vendors, news media, and other interested parties; handles the E-Bid system. Prepares folders; maintains purchasing files, program records, legal documents, etc.; prepares or completes various forms, reports, correspondence, and/or other documents. May train clerical staff. Coordinates renewal of annual contracts; determines renewability of contracts; forwards renewal notices to using department and contractors; schedules re-bids as necessary. Maintains renewal files; prepares renewal documents; contacts appropriate departments of contract expiration, renewals, agreements, re-bids, terminations, or awards; notifies vendors of re-bids and renewals by written correspondence and telephone contact; maintains and updates contracts calendars both manual and automated; continually updates annual contract list for buyer’s procurement process. Confers with the County’s Legal Division and Risk Management Division on insurance and legal issues; schedules pre-bid/pre-proposal opening in accordance with purchasing procedures. Attend pre-bid and pre-proposal conferences to explain business certification program goals and requirements, outlines specific documentation and submission methods required; and attends information sessions to explain certification process, monitoring, vendor outreach, and online registration for certification. Participates on proposal evaluation committees. May also attend conferences for Capital Improvement Projects, Roadway and Annual Contracts as assigned. Processes bids and related documents; accepts sealed bids, contracts, correspondence, and related documents; receives, date stamps and files bids, bid files, bid contracts, invoices, and related documents and files accordingly, maintains files for bids, makes copies of bid information and distributes to appropriate parties and maintains copies in department manual files; types letters, correspondence, contracts, and bid packages. Develops appropriate bidder list for each bid package, updates bidder list with undeliverable mail or address changes. Maintains all correspondence for each bid including vendor requests, faxes, and makes all additions and deletions for procurement purposes. Responds to public requests for bid documents, mails documentation as appropriate. Maintains a log of bids/proposals received including date received, date reviewed, subcontractors listed, certification status of subcontractors, and checklist of forms. May monitor non-Capital Improvements Projects as assigned and compile required reports. Follows up on all pending files. Keeps all files current and organized; keeps past historical files and blueprints organized for future requests or for re-bid at future dates. Communicates with supervisor, employees, contractors, vendors, Secretary of State’s Office, other departments, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. May participate in outreach for projects promoting Small Local Business Enterprise Program (SLBE), Minority and Women-Owned Business Program (MWBE) and Mentor Protégé Program (MPP) as required. Perform various administrative duties in support of department operations as needed. ADDITIONAL FUNCTIONS Communicate with supervisor, employees, and/or other departments as necessary. Performs other related duties as required.
RequirementsMINIMUM QUALIFICATIONS Associates degree in Business Administration or closely related field; supplemented by two (2) years previous experience and or training that includes contract experience in preparing invitation for bids (ITB) and renewing annual contract documents. Type 40 wpm preferred, proficient in Microsoft Excel and Word. Must possess and maintain a valid Georgia driver’s license.
To submit an application, please visit the Clayton County Government website: www.claytoncountyga.gov https://munisselfservice.claytoncountyga.gov/ess/employmentopportunities/default.aspx Please click on "Jobs", then under "Location" click on "Central Services", it will list our current job openings, please review the full job description details, then complete and submit your application.
Name: Stephanie Moncrief
Closing Date: July 29, 2022