Contract Administrator - Anchorage, United States - North Slope Borough, AK

Description

Salary: $3,107.89 Biweekly

Location : Barrow, AK

Job Type: Full time

Job Number:

Department: Wildlife Management

Division: Central

Opening Date: 06/03/2024

Closing Date: 6/14/2024 5:00 PM Alaska

Summary or Purpose

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

Essential Duties and 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.

Maintain bid opening calendar and attend bid openings as needed.

Refer general information calls from contractors and the public to the appropriate Project Administrator or Division Manager.

Maintain petty cash for the CIPM Division.

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 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 Project Administrators to resolve insurance issues so contract documents can be processed in a timely manner.

Track deadlines and important milestones for a variety of contracts, leases, and change orders.

Work with the Director and Division Managers to establish procedures for contract staff.

Provide information and assistance within the scope of designated authority.

Perform other duties as assigned.

Knowledge, Skills and Abilities

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.

Education, Experience, Certifications and Licenses Required

Associate's Degree in Project Administration, Business Law or other related fields/OR Two years 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.

THE NORTH SLOPE BOROUGH IS AN ALCOHOL AND DRUG FREE WORKPLACE.

This Job Description reflects North Slope Borough's best effort to describe the essential functions and qualifications of the job described. It is not an exhaustive statement of all the duties, responsibilities or qualifications of the job. This document is not intended to exclude an opportunity for modifications consistent with providing reasonable accommodation. This is not intended to be a contract.

The North Slope Borough offers the following benefit packages to all permanent full time and permanent part time employees who work at least 15 hours a week.

Health care is provided at no cost to the employee (no premiums). Our Health Care package covers major medical, preventive care, vision, dental and prescription drug benefits.

Benefits do not apply to temporary employees.

01

The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview.By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. "See resume" is not an acceptable answer to the questions.

• Yes, I understand and agree
• No, I do not agree

02

This position is NON-Rotational. Housing is NOT provided. Therefore, due to extreme weather conditions in the arctic and for your safety, housing accommodations must be located and pre-arranged by the applicant prior to the start of employment. The applicant must pay for housing; it is not provided by the NSB. Please note: The Borough is currently experiencing a housing shortage. Due to the remote setting, applicants are urged to consider this factor prior to submitting an application.Do you certify that you understand the above information?

• Yes
• No

03

Which best describes your level of education?

• Some high school
• High school diploma or GED
• Some college
• Associate's degree
• Bachelor's degree
• Master's degree
• Doctorate

04

Do you have an Associate's Degree in Project Administration, Business Law or related field?

• Yes
• No

05

How many years of work experience in administrative support, contract document preparation or project administration do you have?

• No experience
• Less than 2 years
• 2 years to less than 3 years
• 3 years to less than 4 years
• 4 years to less than 5 years
• 5 years or more

06

If you do have at least two years of administrative support, contract preparation or project administration work experience, list the position(s) you held, company, and dates of employment where you gained the experience.

07

How many years of supervisory work experience do you have?

• No experience
• Less than 1 year
• 1 year to less than 2 years
• 2 years to less than 3 years
• 3 years to less than 4 years
• 4 years to less than 5 years
• 5 years or more

08

If you do have one year of previous supervisory experience, describe how you meet this qualification, and list the position you held, company, dates of employment and number of employees supervised.

09

How many years of computer experience with spreadsheet applications, the Access program or AS/400 JD Edwards, do you have?

• No experience
• Less than 2 years
• 2 years to less than 3 years
• 3 years to less than 4 years
• 4 years to less than 5 years
• 5 years or more

10

If you do have at least two years of work experience with computers using spreadsheet applications and the Access program or AS/400, describe how you meet the qualification and list the position you held, company and dates of employment where you gained the experience.

11

Do you possess a valid Alaska Driver's License? Please attach a copy of the required document to your application before submitting it online.

• Yes
• No

12

To comply with the Borough's nepotism law (NSBMC Sec and , the North Slope Borough must collect the following information. Are you related by blood or marriage to the Department Director (Taquiik Hepa) or Immediate Supervisor (Melanio Amistoso) for this position?

• Yes
• No

13

If "Yes", please check boxes below that apply:

• Father
• Father-in-Law
• Step-Father
• Mother
• Mother-in-Law
• Step-Mother
• Brother
• Brother-in-Law
• Step-Brother
• Sister
• Sister-in-Law
• Step-Sister
• Son
• Son-in-Law
• Step-Son
• Daughter
• Daughter-in-Law
• Step-Daughter
• Wife
• Husband

14

Do you currently live in the same residence as the Department Director (Taqulik Hepa) or Immediate Supervisor (Melanio Amistoso) of this position?

• Yes
• No

15

If you checked "Yes", please check the appropriate boxes below:I am currently living in the same residence as the:

• Department Director
• Immediate Supervisor

Required Question