Job Opening Announcement

Contracts Administrative Specialist

Date: July 10, 2019
Due Date: July 31, 2019
Salary: $3,390 – $4,226 per month DOQ

Job Announcement

The City of Coos Bay is soliciting applications for the position of Contracts Administrative Specialist.  To apply for the position, interested parties should submit a city application, resume, and letter of interest to the City Manager’s Office.  City applications are available from the City Manager’s Office, City Hall, 500 Central Avenue, Coos Bay, Oregon 97420, by telephone 541-269-8912, or listed at the bottom of this page.

The deadline for receiving completed applications is 5:00 p.m., July 31, 2019.  Applications postmarked on or by July 31, 2019 will be accepted.  Please include a valid e-mail address where you can be contacted.  All notifications regarding your status in the selection process will be made via electronic mail. 

The City of Coos Bay is an affirmative action/equal opportunity employer.  All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, handicap or any other non-merit factor.  If reasonable accommodation is required to complete the application process, please contact the City Manager’s Office at 541-269-8912 during the hours of Monday through Friday, 8:00 a.m. through 5:00 p.m.

Responsibilities

GENERAL STATEMENT OF DUTIES: Performs a variety of technical and non-technical tasks related to the creation and tracking of contract documents as well as processing invoices for contract work. Performs a variety of secretarial tasks related to engineering and operations implementation work. Composes, transcribes, edits, and types correspondence, monthly reports, and special projects; takes minutes at hearings and meetings; may serve as receptionist for the department or Engineering/Operations Division. Performs other related duties as required. 

SUPERVISION RECEIVED: Works under the supervision of the Public Works and Community Development Director or his/her designated supervisor who assigns and reviews work for conformation to instructions and standard practices. An employee in this classification performs routine work with minimum supervision. 

SUPERVISION EXERCISED: May coordinate the training of or assignment of work to administrative temporary or volunteer staff.

TYPICAL EXAMPLES OF WORK: An employee in this classification may perform any of the following duties.  However, these examples do not include all the specific tasks which an employee may be expected to perform. 
1. From scope of work and technical data provided by others, prepares contract, work order, and other related documents for city construction, professional services and purchasing contracts. Prepares or assists in preparation of permit applications, reports, ordinances, regulations.

2. Performs counter review with customer to insure right-of-way permits and applications are complete prior to final submittal for processing. May perform reviews of plans and specifications for public street, water, sewer, and drainage projects to be done by the city or by a privately-financed projects. May review and coordinate privately-engineered public improvements to sidewalks and driveways for conformance to city specifications and standards.  Performs construction project inspections and contract administration of publicly funded infrastructure and facility projects. 

3. May provide technical services related to various permit/application/development reviews and maintenance operations.  Organizes and prepares summary reports as required for construction projects undertaken by the city.   Prepares detailed reports and records of Public Works activities.  Responds to and investigates citizen inquiries or complaints and takes appropriate action to correct deficiencies.

 4. Processes invoices for accuracy and conformance with city, state, and federal requirements; conformance with contract or work orders.  Assists with tracking total expenditures related to contracts and work orders. Works closely with other departmental staff, finance department staff, consultants, contractors, and others to ensure invoice accuracy. 

5. Prepares BOLI and Federal Davis Bacon forms as necessary for Public Works Projects. Ensures contractors have submitted necessary forms and documentation for projects subject to BOLI and Federal Davis Bacon regulations. 

6. Sets up and maintains a variety of records using various computer and manual systems. 

7. On occasion may act as receptionist for the engineering and operations divisions taking calls, answering inquiries, sorting mail, applying knowledge of ordinances, and procedures of the Public Works and Community Development Department to assist the public. 

8. Operates standard office machinery such as personal computers, adding machine, scanning machine, fax, dictating equipment, copy machine, postage machine. 

9. Attends and takes minutes for Tree Board, Parks Commission, and other similar group meetings.  Also prepares notices and correspondence related to the various boards and commissions. 

 10. Performs related duties and secretarial work as required.  Reviews work for completeness and accuracy.

Qualifications

KNOWLEDGE, SKILLS AND ABILITY: Thorough knowledge of state and municipal contracting rules. Thorough knowledge of modern office record keeping and secretarial practices, procedures and equipment. Ability to compose routine correspondence and take minutes of meetings and to transcribe the same. Basic knowledge of arithmetic (addition, subtraction, multiplication, division, trigonometry, and percentages). Reasonable knowledge of the techniques, principles, methods, and practices and materials commonly involved in construction.  Knowledge of pertinent regulations and codes is desired.  Ability to obtain information from construction plans and specifications.  Skill in communicating tactfully orally and in writing, answering questions, and explaining information, decisions, or ordinances. Ability to establish and maintain harmonious working relationships with other agencies, public officials, consulting firms, contractors, employees and the general public. Ability to multi-task and perform duties under stressful situations.

ESSENTIAL FUNCTIONS: An employee in this position must have the physical strength and agility to perform the job duties of this position. Ability to prepare contract documents, spreadsheets and graphs; to research and collect data, and detailed work involving numerical data. Ability to type accurately and rapidly, organize, file and maintain accurate records, and prepare moderately complex reports and correspondence. Ability to make decisions independently and in accordance with established policy. Ability to maintain confidentiality of agency records. Ability to use and understand office administration computer programs. Ability to multi-task and complete work in a timely and accurate manner. Must be able to develop and maintain positive cooperative team-oriented relationships with co-workers, supervisors, managers, and others. 

EXPERIENCE AND TRAINING: Two years of progressively responsible experience in secretarial/clerical, and construction related work. Graduation from high school or possession of the equivalent GED certificate, supplemented by additional training in college or business school secretarial science course work. Any satisfactory equivalent combination of experience and training which insures the ability to perform the work may substitute for the above.

TOOLS AND EQUIPMENT USED: All modern office equipment which may include typewriter, personal computers, adding machine, dictating equipment, copy machine, postage machine; may operate department radio communication system, and fax. Spreadsheets, data base and computer-aided-design software, Asset Management software, AutoCAD, pipe locator, engineering calculator, motor vehicle, phone and mobile radio.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle or feel objects, tools, or controls; and reach with hands and arms. Some outdoor work may be required in an inspection of various land use developments, construction sites, or public works facilities. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to focus. Employee must be able to communicate verbally in English.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderately quiet, but frequently includes multiple on-going conversations in close proximity. While performing some duties of this job, the employee may encounter outside weather conditions.  May occasionally work near moving mechanical parts and exposed to wet and/or humid conditions.  There may be fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration.

GUIDELINES: The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Benefits

Employees work in a strong team-oriented environment and receive a generous employee benefit package which includes eleven paid holidays, vacation and sick leave, life and accidental death and dismemberment insurance, long term disability, medical, dental and vision insurance, and retirement through the Public Employees Retirement System. The City pays 90% of the medical and dental insurance premium for the employee and their family.  

Hiring Process

Applicants must complete and submit the required City application packet by 5:00 p.m. July 31, 2019 as specified in this job announcement.  All applicants will be notified of the final status of their application.  

Application Acceptance Period: ...............................July 10 – July 31, 2019
Review of Applications: ............................................August 1 - 5, 2019 
Interviews with Selected Candidates: .......................August 9 – 13, 2019
Follow-up Interviews (as needed): ............................August 14, 2019
Probable Date for Offer of Employment: ...................August 15, 2019
Projected Start Date: .................................................Sept. 3, 2019

Applications