DEPARTMENT: Finance
DATE POSTED: October 21, 2024
CLOSING DATE:
HIRING RANGE: $55,366 - $85,000
POSITION NUMBER: 40001950
JOB TYPE: Full-Time, (37.5 hrs/week)
**This position is subject to close at any time**
SUMMARY OBJECTIVE:
The purpose of this position is to provide technical and professional work in the administration and compliance of the County's contract process. Ensures contract complies with applicable federal, state, local and administrative laws. Reviews County contracts for accuracy, compliance, and completeness.
This class works independently, under limited supervision, reporting major activities through periodic meetings.
ESSENTIAL FUNCTIONS
The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.
- Reviews contracts for correct template usage, per scope of services, contract amount, contract terms/conditions, authorized signatures, insurance requirements, bid documents, quotes, account assignment, BOCC approval and legal approval.
- Analyzes and interprets contract terms and conditions; verifies budget availability and generates the Funds Reservations encumbrance for all service and construction contracts.
- Resolves contract issues encountered, i.e., certificate of insurance, contract documents, budget availability, posting address, grant validity, posting addresses, incorrect vendor, etc.
- Monitors the status of contract expiration and renewal dates.
- Verifies budget availability, enters all encumbrance data from contract requisition form and generates a Funds Reservations encumbrance for all service and construction contracts.
- Prepares and routes contracts to the Chief Financial Officer, County Manager and Clerk to the Board to receive the required approval signatures.
- Assists with quarterly performance measure reports for contracts/funds reservations. Maintains the central repository for Durham County contracts, funds reservations, and all other contractual documentation.
- Provides general contractual and ERP training information to department liaisons. Assists in the fiscal year-end processes.
- Reviews and monitors monthly invoices for copy devices and prepares A/P label for the processing of payment.
- Performs related work as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
- Experience with large scale purchasing methods and procedures.
- Experience working with procurement contracts.
- Experience problem solving and critical thinking skills.
- Ability to independently compose contract documents and correspondence.
- Ability to balance and prioritize procurement requests in a high-volume environment.
- Ability to research different materials, commodities, and services.
- Ability in building relationships and partnerships with peers, internal and external customers, and all levels of management.
MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:
- Bachelor’s Degree in Finance, Business or Public Administration or related discipline.
- Two (2) years of progressively responsible experience in purchasing, contract management, grant management or related experience or an equivalent combination of education, training, and experience.
PREFERRED QUALIFICATIONS:
- Local Government Purchasing Officer Certification (CLGPO) preferred.
PHYSICAL DEMANDS:
Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.
- Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.
UNAVOIDABLE HAZARDS (WORK ENVIRONMENT):
Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.
SPECIAL CERTIFICATIONS AND LICENSES:
- Must possess and maintain a valid state driver’s license with an acceptable driving history.
AMERICANS WITH DISABILITIES ACT COMPLIANCE:
Durham County is an Equal Opportunity Employer. ADA requires Durham County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.
STANDARD CLAUSES:
May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of Durham County. This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.
ESSENTIAL SAFETY FUNCTIONS:
It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.
Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.
Durham County Government is an Equal Opportunity Employer
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