Contracts Assistant I - School Food Services Branch

Salary: $3,589.00 Monthly
Location : Honolulu, HI 96816
Job Type: Permanent, Full-time 12-month
District / Complex Area: Classified / OSFSS
School / Office: Classified / OSFSS-School Food Svcs Branch
Opening Date: 12/16/2023
Position %: 100%
Position Number: 59090
Description
SALARY RANGE:
Contracts Assistant I, SR-13: $3,589.00 per month
Examples of Duties

1. Reviews and re-drafts consultant contracts for conformity with State and federal requirements as to provisions, language and format;
2. Reviews and re-drafts specifications for furnishings, demolition and printing of plans;
3. Assists in re-drafting engineering contracts and specifications;
4. Carries out liaison with legal staff and program officials on contracts as to form, content, issuance of addenda, etc.;
5. Initiates and coordinates the printing and assembling of plans and specifications so they will be available at the time contracts are advertised for bids;
6. Provides information on the nature, terms and conditions of contracts, bidders' requirements, bid opening date and bid results to interested persons;
7. Issues plans, specifications and addenda; receives bids, and receives plans and specifications for refunds;
8. Keeps control records of deposits and refunds made for plans and specifications and current status information on contracts;
9. Prepares requests for Comptroller's certificates required for encumbrance of contract funds;
10. Conducts the publication of legal notices including determining publication date, selecting newspaper agency and notifying affected persons;
11. Attends bid openings and records bid results;
12. Transmits contract documents for legal review and approval;
13. Maintains appropriate files and records, and performs pertinent typing;
14. Compiles operational data and makes necessary reports.

Minimum Qualifications
Education Requirement: Graduation from high school. Excess experience of the type and quality described below or work experience requiring the ability to read, comprehend and apply written directions or a high degree of verbal skill may be substituted for education on a year-for-year basis.
Experience Requirement: Except for the substitution provided for in these specifications, applicants must have had progressively responsible experience of the type and quality described below and in the amounts shown in the following table:
Class TitleSpecialized Experience (years)Contracts Assistant I3
Specialized Experience: Responsible experience in preparing or processing contracts, specifications and related legal instruments or notices requiring the knowledge and application of pertinent laws, policies and procedures.
Driver's License Requirement: Applicants must possess a current, valid driver's license.
Quality of Experience: Possession of the required amount of experience will not in itself be accepted as proof of qualification for a position. Eligibility for any level will be based upon a clear showing that applicants have the ability to effectively handle assignments commensurate with duties of the particular level for which they have applied. For both the I and II levels, the applicants' experience must show that they possess the knowledge and the proper application of specification writing, drafting of contracts and legal notices, and contract letting including, but not limited to, the advertisement for bids, instructions to bidders, proposals, contract and bond forms.
Substitution Allowed: Graduation from an accredited community college, business or technical school above the high school level with a major in legal stenography or legal secretarial courses may be substituted for one year of the required experience.
Supplemental Information
Salary: The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.
Requirements: Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.
Temporary Assignment: Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:

1. A copy of the applicant's TA History Report or equivalent system-generated report;
   
2. A signed letter from the applicant's supervisor that includes the applicant's name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,
   
3. Copies of the applicant's signed SF-10 Forms.

Documents: Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.
Information about Temporary Positions: Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.
Equal Opportunity
The Hawaii State Department of Education does not discriminate in its educational policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, and disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate in its employment policies, programs, and activities on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes.
12-month civil service and SSP employees enjoy a range of competitive benefits:

• Holidays: You may be eligible for 13 paid holidays each year; 14 holidays during an election year.
• Vacation: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year.
• Sick Leave: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year. Accumulated (unused) credits may be used toward computing retirement benefits.
• Health Insurance: If eligible, the State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Adult Dental Plan.
• Group Life Insurance: The State provides a free life insurance policy for employees and retirees.
• Premium Conversion Plan: Participating employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld.
• Flexible Spending Accounts: Eligible employees can reduce their federal and state income taxes and social security taxes through a tax-savings benefit program called Island Flex. This program allows employees to set aside money from their paychecks to pay for out-of-pocket health care expenses and eligible dependent care expenses on a BEFORE-TAX basis.
• Retirement Plan: The State contributes to a retirement plan for eligible employees. Generally, employees with at least 10 years of credited service and who have reached 62 years of age or have 30 years of credited service and are 55 years old may retire and receive benefits.
• Tax Shelter Annuity (TSA): If eligible, Department employees are able to participate in a tax shelter annuity program. The TSA plan allows eligible employees to contribute pre-tax dollars to an employee-selected investment service provider authorized to provide TSA products.
• Deferred Compensation: The State offers employees a tax deferred (sheltered) retirement investment program. This program is an opportunity to build a retirement nest egg through voluntary payroll deductions. Several investment options are available.
• Temporary Disability Insurance: Qualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness under this program.
• Social Security: As an employer, the State also contributes to an employee's social security account.
• Workers' Compensation: If an employee is injured while on the job, benefits covering medical expenses and partial wage support may be available through workers' compensation.
• Union & Collective Bargaining: Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities. Employees may also decide not to join a union, however, employees are required to pay union service fees unless the employee's job is excluded from collective bargaining.

The above is intended as a general summary of the benefits offered and is subject to change. This does not constitute a contract or binding agreement. Benefits vary by type of employment appointment and collective bargaining agreements.
01
EDUCATION REQUIREMENT:
Do you possess a high school diploma, General Equivalency Diploma (GED) or equivalent?

• Yes
• No

02
SPECIALIZED EXPERIENCE:Do you have three (3) years of responsible experience in preparing or processing contracts, specifications and related legal instruments or notices requiring the knowledge and application of pertinent laws, policies and procedures?

• Yes
• No

03
SPECIALIZED EXPERIENCE (cont.):If you answered "Yes" to the question above, list each experience you would like us to consider and provide the following information. NOTE: All employers listed below should also be listed in the work experience section of your application.a. Name of employer.b. Dates of employment (to and from) by month/year.c. The average hours you worked per week.d. The department or section you worked in, and your job title.e. Describe the employer. What kind of services did they provide? What type of clients did they serve?f. Describe your primary duties and responsibilities?g. What is your experience in preparing or processing contracts, specifications and related legal instruments or notices requiring the knowledge and application of pertinent laws, policies and procedures?h. Did the employer have a corporate office, legal counsel or officer that reviewed and approved the contracts? If "Yes", what was your relationship with that entity?i. How did your duties and responsibilities differ from those of your supervisor?
04
SUBSTITUTION ALLOWED:Have you graduated from an accredited community college, business or technical school above high school level with a major in legal stenography or legal secretarial courses?
If you are using this substitution to meet one year of the specialized experience requirement, you must attach a legible copy of your OFFICIAL transcript to your online application, or send an official copy to CSSP Recruitment.

• Yes
• No

05
DRIVER'S LICENSE:This position requires a current, valid driver's license. You must mail in a copy (or attach a scanned copy) of your driver's license immediately upon applying for this position. If you do not meet this requirement, your application will not be given consideration for this position.Do you have a current, valid driver's license?

• Yes
• No

06
TRANSCRIPTS, CERTIFICATIONS, AND OTHER VERIFYING DOCUMENTS:Official or copies of official transcripts, certifications (front and back), and other verifying documents must be received in our office within ten (10) calendar days from the date of your application.
If these documents are NOT received by the deadline, your application may be rejected.

• I understand, and will submit the required documents to CSSP Recruitment within ten (10) calendar days.
• I understand, but I will not submit the required information. I understand that my application may be rejected.
• I have previously submitted my verifying documents for another recruitment.

Required Question