Contract Specialist / Administrative Assistant

The City of Valdez Capital Facilities& Engineering Department is seeking a full-time Contract Specialist / Administrative Assistant.

This position, under general supervision, is responsible for performing contract assignments in support of the City's procurement policy along with providing administrative support to department staff.

The successful applicant should have knowledge and skill in:

• Drafting and completing accurate reports, technical documents and correspondence.

• Utilizing personal computers and a variety of software applications to include Microsoft 365.

• Providing customer service and responding to customer inquiries.

• Assessing and prioritizing multiple tasks and projects.

• Principles of record keeping and records management.

• Office operations and standard office equipment.

• Contract and procurement regulations and procedures.

• Database development management.

• P-Card reconciliation and payroll/timekeeping functions.

MINIMUM QUALIFICATIONS:

A High school diploma or GED, preferred two (2) years' experience in professional procurement and contracting, which includes the drafting of complex contracts including provisions and solicitation documents. Possession of a directly related Associates Degree may be substituted for half of the required experience.

This is a full-time, fully benefited position working 37.5 hours per week. The City of Valdez offers a comprehensive benefits package to include:

• 12.5 paid holidays

• Approximately 24 days of annual personal leave accrual for employees with less than 2 years of service with City of Valdez

• Affordable, excellent health insurance with 90/10 coverage and low deductibles

• Member of the State of Alaska Public Employees Retirement System

• Optional 457 deferred compensation plan

• City matching 401(b) plan with enrollment in 457 plan

• Tuition reimbursement

• Relocation expense reimbursement

• Advanced training opportunities

This position is open until filled, review of candidates begins on May 24, 2024. ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics.  This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

PRIMARY DUTIES AND RESPONSIBILITIES: 

• Updates and tracks a variety of electronic and paper files, records, reports, and related documents; maintains file integrity and confidentiality by monitoring and assuring compliance with applicable policies and procedures; assures the accuracy of the electronic and paper filing systems.

• Enters information into computer database and/or tracking systems; schedules, prepares and proofreads documents for distribution.

• Processes and reconciles accounting and technical transactions for area of assignment in compliance with all applicable Federal, State and City rules, regulations, and procedures.

• Compiles and updates statistical information, reports, and related documents.

• Researches requests for information, reviews findings, checks accuracy and compiles reports.

• Coordinates and schedules travel arrangements, meetings and appointments as requested.

• Interprets, applies, and recommends policies and procedures for departments and divisions.

• Answers incoming phone calls and directs callers to the correct person or work group; takes and relays messages as appropriate.

• Assists Director with budget development and monitors department or division budgets, reviews trends and reports issues to be resolved.

• Performs expediting and dispatching duties.

• Administers p-card and payroll functions for the department.

• Maintains cooperative working relations with City departments and outside agencies.

• Remains current in all departmental specific codes, regulations, policies, and procedures.

• Assists with bid preparation, including postings and advertisings on various platforms for a variety of required goods and services; and administers contracts, including Citywide capital and major maintenance projects and service agreements.

• Assists with contract termination procedures.

• Manages department software implementation and data entry: specifically, Maintenance Connection, Civic Plus, and Legistar, Zazio, and Power DMS.

• Performs basic analyses for firm fixed-price or similar contracts.

• Participates as a team member on project management team.

• Conducts basic procurement procedures and techniques.

• Manages workflow and distribution of contract types related to pre-award, post-award, and/or price/cost analysis functions to perform well-defined and precedent contract actions.

• Presents factual information; composes memoranda, minutes and reports; and drafts contract provisions and supporting documents.

• Plans and carries out recurring work using established procedures, conferring with the supervisor or higher-level specialists as necessary on technical problems.

• Ensures compliance of certified payroll and other requirements with the Department of Labor as necessary.

• Must be, or be able to become, a notary public.

• Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

Knowledge of:

• City and multiple Department policies and procedures.

• Principles of record keeping and records management.

• Office operations and standard office equipment.

• Contract and procurement regulations and procedures.

• Database development management.

Skill in:

• Drafting and completing accurate reports, technical documents and correspondence.

• Utilizing personal computers and a variety of software applications.

• Providing customer service and responding to customer inquiries.

• Assessing and prioritizing multiple tasks and projects.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT:

The majority of work is performed in an office environment with a portion of duties completed in an outside environment.

MINIMUM QUALIFICATIONS:

A High school diploma or GED, preferred two (2) years' experience in professional procurement and contracting, which includes the drafting of complex contracts including provisions and solicitation documents. Possession of a directly related Associates Degree may be substituted for half of the required experience.