Contract Administrator at North Slope Borough, AK in Barrow

Job description

• Create, process, track contract documents. Review contract documents prepared by others and process in a timely manner.

Responsibilities

• The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties 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 duties.
• Prepare contracts and all contract-related documents, and review similar documents prepared by others.
• Responsible for maintaining bid documents and plan holders lists for projects currently being bid, and distributing documents to prospective bidders as needed. (CIPM only)
• Maintain bid opening calendar and attend bid openings as needed. (CIPM only)
• Refer general information calls from contractors and the public to the appropriate Project Administrator, Division Manager, or Principal Investigator.
• Maintain petty cash for the CIPM Division. (CIPM only)
• Manage the data input into the Contracts Database by CIPM for use by Public Works, the Mayor’s Office, and Law.
• Track and maintain contract history and accounting budgets.
• Update electronic files to ensure all files are available for use by the department, contractors and consultants, and keep a log of all changes/dates made.
• Research contract files to identify accounting discrepancies from a database.
• Assist auditors in their review of contracts, and answer questions during the audit procedure.
• Work closely with the Department of Labor on Title 36 issues to make sure the Borough is in compliance with reporting on all department contracts.
• Act as backup for the Borough-wide Contracts Manager in the processing of NSB contracts. (CIPM only)
• Work with contractors, insurance brokers, and/or Project Administrators/Principal Investigators to resolve insurance issues so contract documents can be processed in a timely manner.
• Work with the Director and Division Managers to establish procedures for contracts.
• Provide information and assistance within the scope of designated authority.
• Perform other duties as assigned.

Requirements

• Knowledge of Borough policies and procedures.
• Knowledge of the basic principles of record keeping and records management.
• Knowledge of the principles of contract management.
• Skill in writing accurate reports, technical and business correspondence with a knowledge of the principles of English grammar and sentence structure.
• Skill in leadership, coordinating staff, and delegating tasks and authority.
• Associate's Degree in Project Administration, Business Law, or other related fields/OR Two years of administrative or business experience in project administration and/or contract preparation;
• Four years of work experience in administrative support, contract document preparation, or project administration;
• Two years of work experience with computers, spreadsheet applications, and the Access program or AS/400 JD Edwards.
• One year of supervisory work experience. ( Wildlife only )
• Valid Alaska Driver's License that meets the North Slope Borough Insurance Criteria.

Skills

Required

• Leadership
• Coordination
• Delegation
• Writing
• Communication
• Spreadsheet applications
• Access program
• AS/400 JD Edwards