Administrative Office Coordinator - City Clerk

Job Description

Veterans' Preference Applies

EEO Statement

The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services.

Non-Smoking

The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.

This is an administrative position of moderate complexity requiring strong organizational skills to coordinate, oversee and monitor a wide variety of procurement contracts and agreements, professional and technical services agreements, memoranda of understanding and similar documents ranging from routine to complex. This work involves monitoring contract processing procedures and activities; reviewing contract requests and proposals, and serving as a liaison between the Purchasing Department, other departments, and the City Clerk's Office during the contract approval process.

Work is performed under the general supervision of the City Clerk or designee.

Essential

Job Duties

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. The specific duties of this position are subject to internal control restrictions which will prevent one individual from doing all tasks of this classification.

* Coordinate, review, evaluate and monitor a wide variety of procurement contracts and agreements, professional and technical services agreements, memoranda of understanding and similar documents ranging from routine to complex.

* Review contracts and other agreements for completeness and accuracy.

* Coordinate activities involving administration, monitoring, and maintenance of contracts pertaining to City projects

* Assist in continual improvement of the contract review process

* Ensure contracts comply with appropriate laws, mandates, priorities, objectives, guidelines, regulations and City policies and ordinances.

* Oversee and coordinate records management process

* Set up, maintain, and manage files for compliance monitoring purposes.

* Ensure timely filing and archiving of executed documents, such as contracts/agreements, bonds, insurances and other financial assurances and guarantees.

* Record documents with Palm Beach County through Simplifile.

* Retrieve contracts and documents from archives as requested.

* Work collaboratively with internal clients to plan and anticipate contract timeline milestones and deliverables.

* Responsible for publication of legal advertisements for the City as requested

* Enter invoices into Tyler New World and create check requests when applicable

* Review all check requests and invoices paid by the department, keep files of purchase orders and ensure prompt payment of invoices

* Coordinate, verify and reconcile all procurement card purchases for all department expenditures

* Perform all functions and responsibilities according to the Palm Beach County Commission on Ethics Code of Ethics.

* Foster positive employee relations and employee morale on a City-wide basis.

Minimum Qualifications

* Associates Degree from an accredited college or university with major study in Business Administration, Procurement, Public Administration, Finance, Business Law, or a closely related field.

* Minimum of two (2) years' experience in contract administration, business administration, procurement or purchasing of goods and services or administration contracts, preferably in local government agency.

Or,

* High school diploma or equivalent with four (4) years' experience in contract administration, business administration, procurement or purchasing of goods and services or administration contracts, preferably in local government agency.

Ability to work independently. Ability to prepare written and oral reports and presentations. Strong proficiency with PC's, word processing and spreadsheet applications. Ability to manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training, and experience. Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment.

Demonstrate ability to utilize personal computer and office software such as MS Word, MS Excel and electronic mail.

The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a…