Finance/Procurement - Contracting Agent
CLASS TITLE: CONTRACTING AGENT
FLSA STATUS: N
REPORTS TO: FINANCE DIRECTOR
Date: 1/02 Revised 1/06 JOB SUMMARY: Performs managerial, technical, administrative and analytical tasks in managing the County bidding and contracting system through the application of procurement policies; coordinates and conducts training programs regarding bid and contract process; reviews bidding and contracting process and recommends revisions as needed; interprets policies, procedures, rules and regulations related to the bid and contract process; is custodian of contract administration public records; is responsible for special projects and general office management.
ESSENTIAL JOB FUNCTIONS:
Essential functions, as defined under the American with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks: Performs duties and responsibilities, as a county public purchasing official, by managing the contract administration process: plans, organizes and coordinates contract administration; analyzes and develops procedures for administration; drafts contract clauses; selects, prepares and administers contracts and other documents requisite to contracts; facilitates development/negotiation of terms with contractors and their agents; interfaces with contractors and confers with County officials, makes contract recommendations. Organizes and manages the bidding and selection for County capital projects and general services including: general architectural services, blanket purchase orders and related services/programs. Obtains technical information and details about a project or equipment; determines appropriate procurement process to be utilized.
Manages the Request for Proposals and Invitation to Bid process: reviews, edits and prepares bid books/specifications and related IFB/RFP documents; participates on County project teams in structuring or evaluating bids and recommending contractor selection; assists and advises elected officials, department heads and project managers on policies and procedures: determines when written addenda to bids should be issued; writes and issues addenda; administers legal distribution requirement; participates in pre-bid conferences; officiates or participates in public bid openings. Schedules, calendars and insures compliance with project deadlines; reviews Bid, Performance and Payment Bonds to ensure they meet the bid and contract requirements. Responds to contractor and other requests for information regarding County procurement procedures; communicates with and advises elected officials, department heads and project managers and contractors regarding proposal/bid requirements. Negotiates and resolves disputes with bidders, contractors and vendors; determines need for breach of contract notices or stop work orders; works with staff to initiate and administer suspension and debarment of contractors Provides general office management; organizes department functions and makes presentations: coordinates and conducts training; administers various organizational and record/documentation procedures; assists in the preparation of the departmental operating and capital budget; communicates division information to departments, offices, and the public Carries out supervisory responsibility in accordance with County policies, procedures and applicable laws including: interviewing, hiring and training staff; appraising performance; rewarding and disciplining employees: planning, assigning and supervising work of the office administrative staff. Develops and implements procedures to facilitate bid, contract and general purchasing policies; writes and recommends changes to Procurement Code. Manages special projects: analyzes current service needs throughout the County and researches other contracting methods; performs financial analysis; coordinates restructure of service contracts; negotiates with service providers in changing contractual services for greater efficiencies. Assists in planning and implementing short-term or annual goals, objectives, and strategies for area of responsibility. Serves as a member of various committees/teams and collaborates, persuades, presents reports to and negotiates with others outside own work area to coordinate efforts and maintain cooperative and efficient working relations. Participates on interdepartmental teams to develop new policies or programs Manages County’s public contracting record; organizes and prepares files for legal retention and review Performs other related duties as assigned. Regular and predictable attendance is required.
MATERIAL AND EQUIPMENT USED: General Office Equipment Computer Vehicle
MINIMUM QUALIFICATIONS REQUIRED: Education and Experience: Bachelor’s degree from an accredited four-year college or university in a related field; and, Three to four years of progressively responsible related experience; or, Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job. Licenses and Certifications: Valid State Driver’s License. Ability to become Notary Public.
KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of: Procurement code/legal interpretation, compliance. Public administration including sealed bidding practices. Contract negotiation and conflict resolution. Public speaking; training; organizing presentations; coordinating special events. Business principles and practices, including accounting, budgeting and personnel management. All applicable state, federal and local laws, rules and regulations. County government and operations. Legal principles and practices regarding contract law. Principles and practices of contract negotiation and conflict resolution. Advertising and public relations. Methods and techniques of research, statistical analysis and report presentation. Specialized database management, spreadsheet, word processing, audio-visual computer presentations, and all other computer applications related to the work. Knowledge of workflow/relationships between multi, varied departments Skill in: Writing including specification/technical writing and general communications. Using tact, discretion, initiative and independent judgment within established guidelines. Researching, compiling, and summarizing a variety of informational and statistical data and materials. Communicating clearly and effectively, orally and in writing. Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols. Using a VDT to accurately and rapidly enter and retrieve data and information. Using mathematics. Mental and Physical Abilities: Ability to prepare contracts and communicate contracting requirements to vendors and suppliers. Ability to speak effectively before public groups and respond to questions. Ability to read, analyze and interpret government regulations. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to troubleshoot computer software application problems. Ability to manage multiple projects simultaneously and independently while meeting applicable deadlines. While performing the essential functions of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, speak and hear, and lift and/or move up to 20 pounds. While performing the essential functions of this job, the employee is occasionally required to lift and/or move up to 50 pounds.
Working Conditions: Work is performed in a warehouse environment with some exposure to outdoor temperatures or dirt and dust and occasional exposure to moving parts of equipment, tools or machinery. The incumbent’s working conditions are typically quiet.
$64,201-72,238k annually DOE. Full Time with medical, dental, vision, retirement, 39+ paid vacation/holiday days, 13+ paid sick days & paid parental leave benefits. Deadline 4 pm 9/25/22.
We are an Equal Opportunity Employer.