Job

Contract Specialist Senior

  • Company: Clayton County Board of Commissioners, Central Services Department
  • Location: Jonesboro, Georgia 30236 United States
  • Salary: $44,957 to $44,957
  • Date Posted: September 15, 2022
  • Closing Date: November 15, 2022

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 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, 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 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 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 Department and Risk Management Division on insurance and legal issues; schedules pre-bid/pre-proposal opening in accordance with purchasing procedures. 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. Follow up on all pending files. Maintains all files current and organized; maintains past historical files and blue prints 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 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.

ADDITIONAL FUNCTIONS

Communicate with supervisor, employees, and/or other departments as necessary. Performs other related duties as required.

Requirements

MINIMUM QUALIFICATIONS

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

To apply, visit: https://munisselfservice.claytoncountyga.gov/ess/employmentopportunities/default.aspx

Contact Info


Name: Stephanie Moncrief
Phone: 770-472-8193
Email: stephanie.moncrief@claytoncountyga.gov
Closing Date: November 15, 2022
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