Address
Form of workNOTE: SHIFTS MAY VARY, MUST BE ABLE TO WORK ALL SHIFTS, INCLUDING NIGHTS, WEEKENDS AND HOLIDAYS.
Note: 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.
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.
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
Employment Type: Temporary Full-Time
Note: 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.
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.
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
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.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
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
Employment Type: Temporary Full-Time
