Contract Specialist Leader

  • 004412

SUMMARY: Under limited supervision, performs a variety of complex administrative duties associated with contract bids, specifications, monitoring, and reporting; and performs related duties as assigned.

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.)

DUTIES AND RESPONSIBILITIES: (which are not in any hierarchical order)
  • Responsible for distributing projects, and keeping track of projects accordingly.
  • Manages (plans, organizes and controls) the work of clerical personnel to ensure compliance with City bidding standards, including invitations to bid, contract specifications and addenda. Provides supervision and direction related to construction contracts.
  • Provides assistance to others involved in the construction and bid process.
  • Generates letters and/or memos on status of projects for review by engineer.
  • Provides cross training to all Contract Specialists.
  • Will assist management during the performance appraisal process.
  • Coordinates breakdowns and suggestions to Senior Engineers.
  • Compiles and distributes documents relating to project bidding process including invitations to bid, contract specifications and addenda.
  • Reviews bids for completeness, compliance with submission requirements, mathematical accuracy and required insurance coverage and bonding.
  • Prepares bid tabulations, SBE reports, notices of award and contract documents and schedules meetings.
  • Compiles and maintains contract records including project status reports, inspection reports, notices to proceed, change orders and pay requests.
  • Assists with preparation of correspondence, commission memoranda, contract documents and project reports.
  • Participates in hiring and discharge interviews.
  • Develops guidelines to standard contract documents and operating procedures for bidding of projects.
  • Assumes administrative control as it relates to the bidding process, budget and schedules.
  • Acts as liaison between City, contractors, outside consultants, the public and other governmental agencies related to utility projects.
  • Knowledge of policies, practices, procedures and terminology of contract activities
  • Knowledge of standard office practices and procedures.
  • Knowledge of supervisory practices and principles.
  • Skill in using standard office machinery and equipment.
  • Skill in using computers and standard application software.
  • Skill in both verbal and written communication.
  • Skill in following written and oral instructions.
  • Ability to analyze data and prepare reports.
  • Ability to establish and maintain effective working relationships with those contacted in the course of work.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Work involves sedentary to light work in an office setting. There is frequent need to stand, stoop, walk, sit, lift light objects (up to 10 pounds) and perform other similar actions during the course of the workday. The City of West Palm Beach promotes a drug/alcohol-free work environment through the use of mandatory pre-employment drug testing.

MINIMUM QUALIFICATIONS: High School diploma or GED and five (5) years of administrative or clerical experience, including one (1) year of contract administration or related experience, or any equivalent combination of training and experience.

FLSA Code: Non Exempt
Last revision date: October 2001
Overtime: Yes
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