Description
PURPOSE OF CLASSIFICATION
The purpose of this classification is to execute highly responsible administrative and contract 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. Consult with the Director, purchasing personnel, and/or organization representative as required to develop bid specification requirements. Prepares invitation to bid forms, instructions, and legal documents; develops appropriate vendor list for each bid package specifications, and requests for proposals; 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 the newspaper, monitors for compliance, and files as required by County ordinance; prepares bid packages and makes a distribution to vendors, news media, and other interested parties; handles 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 departments and contractors; schedules re-bids as necessary. Maintains renewal files; prepares renewal documents; contacts appropriate departments for 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 Department and Risk Management Division on insurance and legal issues; schedules pre-bid/pre-proposal opening in accordance with purchasing procedures. Develop appropriate bidder list for each bid package; update bidder list with undeliverable mail or address changes. Maintains all correspondence for each bid including vendor requests, and faxes, and makes all additions and deletions for procurement purposes. Respond to public requests for bid documents; mail documentation as appropriate. Follow up on all pending files. Maintains all files current and organized; maintains past historical files and blueprints organized for future requests or for re-bid at future dates. Communicate with supervisor, employees, contractors, vendors, Secretary of State’s Office, other departments, the public, and other individuals as needed to coordinate work activities, review the status of work, exchange information, or resolve problems. Generates purchase orders; faxes/mails purchase orders to each vendor to process orders; verifies receipt of orders. Perform various administrative duties in support of department operations as needed.
Requirements
Bachelor’s degree in Business Administration or a closely related field; supplemented by two (2) years of previous experience and/or training that includes contract experience in preparing Requests for Bid (RFB), Requests for Proposal (RFP), and renewing annual contract documents preferred; OR High School diploma or GED; supplemented by three (3) years of previous experience and/or training that includes contract experience in preparing Requests for Bid (RFB), Requests for Proposals (RFP), and renewing annual contract documents; or any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job. Must be able to type 45 words per minute. Must possess and maintain a valid Georgia driver’s license.Application Process
Please visit www.claytoncountyga.gov to complete the application. Please follow the link below, click on "Jobs", then under "Location" click on "Central Services." It will direct you to our current job openings, please review the full job description details, then complete and submit your application. https://munisselfservice.claytoncountyga.gov/ess/employmentopportunities/default.aspx
Contact Info
Name: Stephanie Moncrief
Phone: 770-472-8193
Email: stephanie.moncrief@claytoncountyga.gov
Closing Date: May 31, 2024