Contracts Clerk - SR

Position Overview

Perform a variety of specialized administrative clerical functions in connection with the processing of contracts for personal services, professional services, procurement of other goods and services, lease agreements, memorandum of understandings (MOU), and memorandum of agreements (MOA); and performs other related duties as required.

There is one (1) immediate permanent full-time vacancy with the Department of Water Supply – Administration Division in Hilo.

The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.

• Coordinates the activities and responsibilities necessary to initiate, execute, fulfill, and terminate contracts and agreements.
• Receives, reviews, and monitors requests for personal services, professional services, procurement of other goods and services, and agreements.
• Routes contract documents and agreements to applicable agencies and follows through on routing to ensure timeliness and the propriety of funds and legality prior to execution.
• Transmits documents to contractors, professional service providers, vendors, other departments and agencies, and third parties for execution; ensures timely return of executed contracts.
• Receives and reviews executed contracts and agreements for proper signature, notary and bid bonds, insurance certificates, performance bonds, etc.
• Prepares transmittal letters for distribution of executed contracts and agreements to all appropriate parties and agencies.
• May prepare correspondence to unsuccessful bidders and returns bid bonds.
• May maintain records and coordinate the deposit and return of negotiable instruments used as bid and/or performance bonds.
• Maintains status information on contracts and agreements; follows up on expiring insurance certificates and secures current certificates.
• Receives department's acknowledgment of services provided, drafts letters to all appropriate parties and agencies acknowledging fulfillment of contract or services, and may initiate the return of performance bonds.
• Sets up and maintains appropriate files and records.
• Compiles operational data and makes necessary periodic and special reports.
• Performs a variety of difficult clerical or routine administrative work which may include account recordkeeping.
• Gives information and resolves complaints over the counter or telephone involving interpretation and explanation of rules, regulations, policies, and procedures, terms of contracts and agreements, and knowledge of department's and/or division's purposes and functions.
• Performs other related duties as required.

A combination of education and experience substantially equivalent to:

• Graduation from high school and
• Three (3) years of clerical experience, of which
• One (1) year shall have included activities in purchasing and/or processing of contracts or agreements and included contact with the public.

An Associate’s degree or higher from an accredited college or university may be substituted for lack of the required clerical experience on a year for year basis (examples: 30 college credits can be substituted for one (1) year of the required clerical experience, an Associate’s degree can be substituted for two (2) years of the required clerical experience, and a baccalaureate degree or higher can be substituted for four (4) years of the required clerical experience).

Scan and attach a copy of your official college transcript to be credited for the substitution of clerical experience.

Foreign transcripts must be accompanied by an official transcript or credential evaluation to determine U.S. equivalency. Scan and attach a copy of your official transcript or credential evaluation to your application.

All applicants who meet the minimum qualification requirements will be assigned a score of 70 points. An education and experience evaluation will be conducted based on the applicant's training, education and experience as presented in the application.