Contracts & Administrative Specialist - Fort Myers Beach, United States - Town of Fort Myers Beach Florida

Description

Job Description

Position: Contracts & Administrative Specialist

Reports to: Town Clerk

Emergency Classification: Essential

FLSA Classification: Non-Exempt

Pay Grade: 108

Are you excited by the opportunity to make a meaningful impact in a community while enjoying the sea breeze? The Town of Fort Myers Beach is seeking an experienced and organized Contracts & Administrative Specialist to join our vibrant team The ideal candidate will have a passion for working with people, excellent communication skills, and a proactive approach to building positive relationships between the town and its residents.

The Town of Fort Myers Beach is a community on a resilient journey. Working at the Town of Fort Myers Beach means contributing to a town's recovery, rebuilding its spirit, and creating a future that stands stronger than before. If the thought of using your experience, background and skill set to join our dynamic team in this pivotal time excites you, please review the job description below and apply through the job ad.

Town of FMB Offers a Competitive Benefit Package

Health & Wellness: Comprehensive health insurance plans for you and your family with low deductibles and low annual maximums The Town of FMB pays 100% of employee only coverage and 50% of dependent coverage. Employer paid life insurance, short- and long-term disability insurance, and gym membership reimbursement.

Work/Life Balance: The Town of FMB offers 26 Days of PTO Annually, 14 Paid Holidays annually, paid parental leave, and flexible scheduling options.

Retirement Planning: 401(a)/457(b) Pension Plan with an employer contribution in which you are immediately vested.

and more

Position Summary

The Contracts & Administrative Specialist will oversee the full cycle process of contract management, from bid solicitation and review to contract creation and renewal processing. This role will also provide vital administrative support to the town clerk's department, including managing advisory committee meetings, maintaining records, ensuring compliance with state and local laws. This position requires a strong attention to detail, exceptional time management skills, and the ability to maintain professional relationships with internal and external stakeholders. The Contracts & Administrative Specialist will have a solid understanding of contract principles, legal terminology, and administrative procedures, along with the ability to prioritize tasks and meet deadlines in a fast-paced environment. This position requires an unwavering commitment to upholding confidentiality, ensuring that sensitive information remains safeguarded with utmost diligence and discretion. This position requires flexibility to attend evening meetings and respond to emergencies outside of regular business hours as needed.

Responsibilities and Reporting During an Emergency Situation: If assigned, employees in this classification will be required to report and carry out duties as directed for the duration of an emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

Contracts Management:

• Draft, review, and administer contracts, agreements, and amendments in accordance with company policies and legal requirements.
• Coordinate contract negotiations and revisions with internal stakeholders and external parties as necessary.
• Maintain accurate records of contracts, including key terms, renewal dates, and obligations.
• Work with project managers as needed to monitor contract performance and to address any issues or discrepancies that arise.
• Assist in the development and implementation of contract management processes and procedures to streamline operations and improve efficiency.
• Manage bid solicitation processes, including advertising and solicitation, from inception to completion.
• Assist in the creation and review of contracts, ensuring compliance with state, local and federal laws governing purchasing and contract processes.
• Review and process contract renewals in a timely manner, maintaining accurate records of renewal dates and obligations.
• Stay informed about relevant laws, regulations, and industry standards related to contracts and administrative practices.
• Ensure compliance with contractual requirements, including confidentiality, intellectual property, and data protection provisions.
• Identify potential risks and opportunities associated with contract terms and proactively communicate them to management.

Administrative Support:

• Provide comprehensive administrative support to the town clerk department within the organization, including preparing agendas, public notices, legal advertisements, and minutes as assigned.
• Prepare and distribute correspondence, reports, and presentations as needed.
• Assist in managing and maintaining municipal record-keeping systems, ensuring records are organized and accessible.
• Assist with the preparation of purchase orders, expense reports, and other financial documents as directed.
• Handle inquiries and requests from internal and external stakeholders in a professional and timely manner.
• Coordinate advisory committee meetings, record meetings, produce minutes, and ensure approved minutes are posted in accordance with regulations.
• Serve as the first point of contact for town clerk-related requests and questions, providing assistance and information as necessary and escalating items when needed.
• Post agenda and meeting notices and update board lists to ensure information is accurate and up to date.
• Assist with public records requests, including gathering and organizing requested information in accordance with regulations as assigned.
• Maintain effective and professional relationships with town officials, staff, and the general public.
• Provide written updates and reports pertaining to the department and other assignments as directed.
• Assist with data entry tasks, data analysis, and report generation, emphasizing data accuracy and confidentiality.
• Collaborate with Town staff on various projects by offering administrative support, including research, data collection, and report preparation.
• Participate in forums and presentations as directed.
• Perform both routine and special projects as directed.
• Attend courses, seminars and other educational opportunities in order to maintain an updated understanding of relevant regulations and standards.
• Attends meetings and events as assigned.
• Perform emergency response tasks and assignments as directed.
• Perform other duties as assigned.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.)

Education, Certification, and Experience:

• Bachelor's degree in Business Administration, Public Administration, or related field preferred.
• Minimum of three (3) years' experience in contract administration and high level administrative support roles required, preferably in a municipal or government setting.
• Licensed Notary Public in the State of Florida or ability to obtain within 6 months of employment start.

Knowledge, Skills, and Abilities:

• Strong understanding of state and local laws governing purchasing, contracts, and bid processes.
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and departmental software.
• Exceptional written and verbal communication skills, with the ability to effectively interact with diverse stakeholders.
• Ability to work independently and collaboratively in a fast-paced, ever evolving environment.
• Flexibility to attend evening meetings and respond to emergencies outside of regular business hours as needed.
• Advanced knowledge of administrative and clerical procedures and systems such as managing files and records, transcription, and other office procedures and terminology
• Advanced knowledge of principles and processes for providing outstanding customer service.
• Working knowledge of record maintenance principles and techniques.
• Knowledge of the application of a variety of formats and styles, and editing principles and techniques.
• Knowledge of modern office equipment and various computer programs and applications.
• Skill in written, verbal, electronic, and visual communications for effective expression and clarity. The operation of various computer or other electronic devices.
• Effective organization, prioritization, and time management skills.
• Skill in creating correspondence while exhibiting professional writing.
• Ability to establish and maintain effective-working relationships with supervisor, co-workers, council members, contractors and all others contacted in course of work.
• Ability to adapt to performing under frequent deadlines, re-prioritization of tasks and assignments, and in response to emergencies.
• Ability to follow oral and written instructions.
• Ability to organize work for timely completion.
• Ability to perform arithmetic computations accurately and quickly.
• Ability to regularly attend work and arrive punctually for designated work schedule.
• Ability to articulate ideas effectively and confidently, demonstrating a capacity to speak publicly at meetings as necessary, ensuring clear communication and engagement with stakeholders.

Physical Requirements:

• Task involves some physical effort in standing, bending, stooping, stretching and walking, or frequent moderate lifting (20 pounds); and standard dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment.
• Task involves prolonged periods of working at a desk utilizing a computer and keyboard.

Environmental Requirements:

• Task is regularly performed without exposure to adverse environmental conditions unless as assigned under emergency conditions.

Sensory Requirements:

• Task requires sound perception and discrimination.
• Task requires visual perception and discrimination.
• Task requires oral communications ability.

Town of Fort Myers Beach is an EOE and a DFW