Job DescriptionContract SpecialistFacilities ManagementPay Rate: $21.51 hourly; $44,740.80/annually**Internal Candidates should apply via Polk One - Me Section**Flexible Work ScheduleEmployee Benefits
- Direct Deposit, Bi-Weekly Pay Checks
- Medical, Dental, Vision
- Life Insurance
- FRS Retirement
- 10 Paid Holidays
- Paid Time Off
- Tuition Reimbursement
- Education Incentives
- Deferred Compensation Plan
- Wellness Incentives
- Employee Assistance Program (EAP)
- Free Employee Gym
- Free Employee Health Clinic
Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below: MAJOR FUNCTION Responsible work coordinating and performing the administrative and fiscal duties in the development, review and coordination of contracts, bids, quotes and p-card transactions for the Facilities Management Division. ILLUSTRATIVE DUTIES
- Receives, reviews, and prepares invoices, statements, and/or purchase orders, relative correspondence, and reports for payment authorization and appropriate signatures.
- Develops and prepares forms, policies, and control systems for purchasing matters in accordance with the Division's bids of Contracts.
- Audits program finances to ensure funds are properly expended and recorded in accordance with established county, state and federal policies, procedures, regulations and guidelines.
- Distributes solicitation packages to prospective bidders on quotes $50,000 and less and issues amendments when necessary.
- Serves as the point of contact for bid and contract inquiries.
- Assists with soliciting bids to procure a variety of required goods and services, and administers contracts.
- Assists with contract termination procedures.
- Assists with performing basic analysis for firm fixed-price or similar contracts.
- Maintains consultant and contractor databases by sending notices to firms to update their existing data and updates data from responses.
- Provides follow-up contract review and monitoring to ensure vendor compliance.
- Monitor vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.
- Generate and maintain contracts, purchasing cards, and purchase orders in compliance with purchasing policies; follow up on contract insurance, documentation and summary sheet; communicates with project managers, and encumbers funds for approved contract.
- Process and maintain vendor and contractor invoices, packing slips, purchase orders, and check requests for accounts payable; ensure accuracy of invoice, proper coding, account classification, cost/fund distribution, and compliance with District guidelines and policies; process documents for payment, encumbrance, or credit.
- Prepares and process p-card receipts
- Serves as a contact for administrative issues relating with the p-card, such as assistance with declines and questions regarding p-card procedures
- Assist users through disputes and compromised cards.
- Assists with keeping the building ID list up to date and working with Fixed Assets and Risk Management to get them the information they need for insurance purposes
- Designs, develops and prepares accounting forms and documents necessary for the proper reporting and forwarding of financial data.
- Prepare monthly PO report to monitor run rate against established PO amount.
- Create work orders for invoicing purposes
- Import expenses into work order system
- Provide backup for other office facility personnel as needed.
- May assist in training.
- Performs other related duties as assigned.
KNOWLEDGE, ABILITIES AND SKILLS
- Ability to analyze a proposal or bid using historical data, commercial catalogs, price lists, etc. to ensure price reasonableness.
- Ability to concentrate on details and sequential work tasks.
- Ability to develop effective work methods and procedures.
- Ability to establish and maintain effective working relationships.
- Ability to post/maintain expenditures of monies on personal computer software in format utilized by division.
- Ability to present ideas clearly and effectively.
- Ability to promote excellent customer service including but not limited to: responding to requests in a timely manner, conducting themselves in a professional and respectful manner
- Ability to recognize deviations from contract specifications and provisions.
- Ability to research, investigate, detect, verify, recognize and recommend solutions.
- Knowledge of commonly used contract clauses and special provisions to plan and carry out the solicitation.
- Knowledge of English, punctuation, spelling, and arithmetic.
- Knowledge of office practices/procedures and record keeping methods.
Computer skills. Must be comfortable using computer equipment/hardware, and software programs (i.e. spreadsheets and contract/project software). Detail oriented. Must pay attention to detail in order to avoid making errors and recognize errors that others have made.Integrity. Control the division's financial documentation, use it properly and keep it confidential. It is vital that they keep records transparent and guard against misusing funds. Math skills. Must deal with numbers daily and should be comfortable with basic arithmetic.MINIMUM QUALIFICATIONSGraduate of an accredited two (2) year college or university with course work in accounting, public administration, business administration, or a related field and have two (2) years responsible experience in contract management or procurement of commodities and servicesMust be able to utilize all features afforded by word processing software and other required software, and personal computers utilized by the assigned work unit.Must have a valid driver's license and be able to secure a valid Florida driver's license at the time of employment within this classification.A comparable amount of related training and experience may be substituted for the minimum qualifications.SPECIAL REQUIREMENTMust be able to pass a national background check, mandated by the Florida Department of Law Enforcement, to include on-line security training.This position may be required to report for work when a declaration of emergency has been declared in Polk County.