Contracts Clerk

County Of Maui
Full Time, Temporary $3,449 Per month HI 700 Halia Nakoa St STE 2, Wailuku, HI 96793, United States
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Overview

NOTE:  SHIFTS MAY VARY, MUST BE ABLE TO WORK ALL SHIFTS, INCLUDING NIGHTS, WEEKENDS AND HOLIDAYS.

Performs a variety of specialized administrative clerical functions in connection with the processing of procurement contracts for construction projects, personal services, consultant, and equipment purchases; and performs other related duties as required.

Distinguishing Characteristics:
 
This class is distinguished by its responsibility for recording, monitoring, expediting and coordinating the transmittal of procurement contracts and related documents . In addition, the class is responsible for the review of procurement contracts for consistency with established laws and departmental requirements.
 
The work is performed under general supervision and in accordance with applicable ordinances, State and Federal law, and established rules and regulations. It requires appropriate coordination and liaison with legal, fiscal and program staffs.

Examples of Duties

The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position.



Coordinates the activities and responsibilities necessary to initiate, execute, fulfill and terminate contracts; receives, reviews and monitors requests for construction projects, personal services, consultant, and equipment purchases; records requests in the Contract Tracking Program; transmits request and other necessary procurement documents to Corporation Counsel for contract development; routes contract documents to applicable agencies to assure the propriety of funds and legality prior to execution; transmits documents to contractors for execution and insures timely return of executed contracts; receives and reviews executed contracts for proper signature, notary and bid bonds, insurance certificates, performance bonds etc.; prepares transmittal letters for distribution of executed contracts to contractors and appropriate agencies; follows through on routing of contract documents to proper agencies, i.e. Corporation Counsel, Accounts Division, Finance Director, to insure timeliness; prepares correspondence to unsuccessful bidders and returns bid deposit bonds; maintains record and is custodian of performance bonds; maintains status information on contracts; receives necessary closing documents including tax clearances and departments acknowledgment of services provided; drafts letters to contractors acknowledging fulfillment of contract or services and initiates the publication of the Notice of Completion; assists Accounts Division in the coordination of final payment including, if necessary, the re-directing of payment to the state tax office for contractors with delinquent tax payments; maintains appropriate files and records, and performs pertinent typing of forms and correspondence; compiles operational data and makes necessary periodic and special reports.



This is the first specification for the new class, CONTRACTS CLERK, effective April 1, 1992.



APPROVED:  September 29, 1992

Minimum Qualification Requirements

Training and Experience: A combination of education and experience substantially equivalent to graduation from high school and three (3) years of clerical experience, one (1) of which shall have included processing and filing documents and contact with the public.

License Requirement:    None

Knowledge of:  basic principles practices, purposes and formats of purchasing documents and contracts; office practices, and procedures; grammar, spelling and word usage.
 
Ability to: understand, explain and apply applicable provisions of ordinances, laws, rules and regulations governing contract purchasing procedures; set up and maintain files and records; prepare statistical reports; operate standard office machines and equipment; and deal courteously and effectively with the public and other County agency personnel.

Health and Physical Condition:

Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper for performance of the duties.
 
Physical Effort Grouping:     Light

Supplemental Information

TEMPORARY POSITIONS:
Employees appointed to temporary positions may also gain membership in the civil service upon satisfactory completion of an initial probation period of at least six months. Once you become a member of the civil service, you become eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions.

APPLICATIONS MAY BE FILED ONLINE AT: 

If you have never applied for a job using the NEOGOV system, you must create an account.  You will need a username, password, and working email address to create your account. Your detailed work history is required on the application. A resume submitted in lieu of an application will not be sufficient. Furthermore, "See resume" is NOT an acceptable response under the "Work Experience" section. An application containing this response may be deemed incomplete. Applications may be rejected if they are incomplete.

EXAMINATIONS ARE ADMINISTERED IN THE COUNTY OF MAUl ONLY

The above examination is being given on an open-competitive basis to establish an eligible list which shall be effective for not more than one year unless extended by the Director of Personnel Services.

AN EQUAL OPPORTUNITY EMPLOYER

The County of Maui does not discriminate on the basis of race, sex, sexual orientation, age, religion, color, ancestry, national origin, disability, marital status, pregnancy, arrest and court record, assignment of child support, national guard participation or any other basis covered by state or federal laws governing non-discrimination

Pre-Employment/Post-Offer Drug Screening Test: All applicants, who will enter a safety sensitive position or certain designated categories that the Personnel Services Director has established or who are required by law to be drug tested must pass a pre-employment/post-offer drug screening test as a condition of employment. There is no retesting or re-evaluation process. Cost for the drug screening test shall be borne by the County of Maui.

Personnel Services Email: 

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