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NEOGOV · 5 hours ago

Contracts Assistant (SR-15)

Maui County (various), HI

Full-time

Onsite

Mid Level

$4,221/mo - $4,221/mo

4+ years exp

The County of Maui is seeking a Contracts Assistant to support the Department of Transportation in various procurement activities. The role involves reviewing contracts, ensuring compliance with regulations, and managing inventory, among other administrative tasks.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Initiate, coordinates, and provides a variety of other services in the assembling, preparation and processing of contracts, plans, and specifications

Communicates with department, Purchasing division and Corporation Counsel on processing contracts and specifications

Maintains operational and statistical data and prepares appropriate reports

Coordinates with the Purchasing division, the publication of legal notices, and notifying affected persons

Participates in bid openings

Provides administrative support on invitations for bid (IFB), requests for proposal (RFP), and addendums

Prepares correspondence to contractors

Provides customer support, processing of application and permit forms

Responsible for procurement and related activities for materials, supplies and equipment

Reviews procurement policies, procedures and practices, and assures department compliance

Researches, plans and coordinates the ordering, receiving and distribution of materials and supplies

Confers with manufacturers and vendors to obtain product information, price and availability

Answers inquiries and correspondence from vendors, manufacturers and service providers regarding operation policies and procedures, and provides additional information as needed

Prepares bid specifications for procuring inventory materials and supplies

Provides item specifications for obtaining bids in preparation of requisitions to respective vendors

Reviews all quotes for inventory items to determine compliance to specifications and makes recommendations

Responsible for overseeing and managing inventory stock, ensuring appropriate physical safeguards over inventory for the department

Prepares purchase requisitions by providing proper item identification such as item number, description, quantity, price, etc.; ensures proper coding and ensures expenditures are within allotments

Handles discrepancies and late submittals of invoices from vendors, processes new vendors, requisitions and purchase orders; reviews all requisitions for operational supplies and equipment

Handles requisitions with special instructions, corrections, and/or justifications and are returned with appropriate instructions

Performs other related duties as required

Qualification

Contract reviewProcurement processFederal regulationsInventory managementBidding proceduresCustomer supportOffice practicesEffective communication

Required

Graduation from high school

Four (4) years of clerical experience, two (2) of which shall have included the review and processing of contracts and/or related legal documents in conformance to pertinent laws, policies, and procedures

Possession of a valid motor vehicle driver's license (equivalent to State of Hawaii Type 3)

Knowledge of state procurement laws; federal regulations, and county policies and procedures applicable to contracts; market conditions and price trends of a variety of supplies, materials and equipment; basic research principles, techniques and methods; bidding procedures and regulations; contract forms; office practices and procedures; computer applications; and grammar, spelling, and word usage

Ability to review and process contracts in accordance with prescribed laws and regulations; monitor contracts; understand, explain, and apply applicable provisions of ordinances, laws, and regulations governing contracting procedures; maintain records and prepare reports; review and evaluate contract and specification processing procedures; specialized knowledge of bidding and procurement process; conduct effective interviews; maintain effective working relationships with others; deal courteously and effectively with the public; operate standard office machines including desktop computers and peripherals

Meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations