Contracts & Lease Coordinator



Job Details

Contracts & Lease Coordinator
Employer

Okaloosa County

Salary

$16.25 - $21.24 Hourly

Location

Crestview, FL

Job Type

Full-Time

Job Number

18-082

Department

Purchasing (0103)

Opening Date

05/17/2018

Closing Date

Continuous

GENERAL STATEMENT OF JOB

Oversees and coordinates all County contracts, leases, agreements and solicitation processes.

ESSENTIAL JOB FUNCTIONS

Prepares solicitation documents for bids, requests for qualifications, requests for proposals, and all related documentation.

Coordinates with departments and engineering consultants concerning the administrative processing of agreements to ensure local, state and federal requirements are met.

Consults with the Grants & Restore Manager, Risk Manager, Purchasing Manager, and County Attorney to ensure contracts are in compliance with the county's contract/lease language requirements.

Confirms availability of funding for approved projects; ensures grant funded projects comply with local, state, and federal regulations and guidelines.

Attends review committee, pre-bid negotiation and other meetings as required for the solicitation process.

Coordinates and monitors agreements through the review process; effects corrections prior to Board approval.

Reviews insurance and bonding certificates for compliance with established state, county and departmental policy; reviews and records contract bonds; forwards copies to the appropriate county departments.

Responds to inquiries and requests from the Purchasing Manager and other county department staff.

Maintains and updates an accurate contracts/leases repository database.

Ensures information maintained in the repository database adheres to all applicable statutes and guidelines (i.e., local rules, state laws, federal laws).

Coordinates with other departments to ensure county, departmental and contractor requirements are met before final payments are made.

Prepares and executes correspondence relevant to procedure and compliance with contract, lease and related insurance requirements.

Coordinates with departments and engineering consultants concerning the administrative processing of agreements to ensure local, state and federal requirements are met.

Prepares and executes correspondence relevant to procedure and compliance with contract, lease and related insurance requirements.

Must be able to meet work schedule and attendance standards.

Performs related duties as required.

MINIMUM TRAINING AND EXPERIENCE

Associates Degree in contract or project management or closely related field; supplemented by a minimum of three (3) years progressively responsible experience in contract administration or related activities; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Certified Professional Public Buyer (CPPB) Certification preferred. Must be computer literate. Requires a valid driver license.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to operate a variety of machines and equipment including computer, office equipment, telephone, facsimile and copier. Must be able to exert 20 to 50 pounds of force occasionally, or 10 to 25 pounds of force frequently, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical demands are in excess of sedentary work; must be able to walk or stand for prolonged periods of time.

Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of documentation, quotes and bids, products and supplies, and equipment utilized.

Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information; includes issuing and receiving assignments, instructions and/or directions. Requires the ability to tactfully and effectively interact with the public and with co-workers.

Language Ability: Requires ability to read a variety of technical data, policy and procedure manuals, codes, etc. relating to procurement activities, to include product specifications. Requires the ability to prepare forms and reports using prescribed formats, and adhering to all rules of grammar, spelling, diction and punctuation. Requires the ability to communicate effectively in Standard English. Requires the ability to communicate with a broad array of individuals from various professional backgrounds.

Intelligence: Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to issue and follow verbal and written instructions. Must be able to communicate effectively and efficiently in a variety of technical and/or professional languages used within the parameters of the job.

Numerical Aptitude: Requires the ability to add and subtract totals, multiply and divide, use decimals and determine percentages, to determine weight, to calculate decimals and percentages, compute discount, profit and loss, ratio and proportion.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape; identify degrees of similarity in form; and visually read various information.

Motor Coordination: Requires the ability to coordinate hands and eyes using office machinery and equipment.

Manual Dexterity: Requires the ability to handle a variety of items, equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under stress when confronted with frequent deadlines. Avoids violent behavior and any other type of behavior that could threaten the safety of other employees or the public.

Physical Communications: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). Must be able to hear and understand communications through telephone and radio.

Health Insurance is provided at a low cost to employees; family coverage is also available at a reasonable rate.

Life Insurance - The BCC provides $25,000 of basic life and accidental death and dismemberment (AD&D) insurance for each employee. Employees may purchase optional group term life insurance in $25,000 increments up to a maximum of $500,000.

Long Term Disability – BCC provides a long-term disability for all full-time employees. Has a six-month waiting period from date of incident, and then receives 50% of salary up to five years. Employee may buy up an additional 10%.

Dental Insurance is provided at no cost to employee; family coverage is available for a reasonable rate.

Section 125 Plan (Flexible Spending Plan) - Allows employees to pre-tax certain insurance costs; unreimbursed medical; and dependent care expenses.

Florida Retirement System (FRS) – The County pays a percent of the employees’ salary into the FRS.

Holidays /Annual and Sick Leave Accruals - The County offers 10 paid holidays and annual and sick leave accrual.

Bereavement Leave - In the event of death in an employee’s immediate family (as defined in the Human Resources policy), he/she may be granted bereavement leave with pay for up to a maximum of twenty-four hours (24) hours.

Deferred Compensation Savings is offered to all full-time employees through payroll deduction.

Full-time employees offered free membership to Central Credit Union of Florida and Eglin Federal Credit Union. Participate through payroll deduction.

Full-time employees may purchase U.S. Bonds through payroll deductions.

Employee Assistance Program (EAP) - Full-time employees may use the EAP after completion of 6 month Probationary period. Three counseling sessions will be provided by the EAP provider at no cost to employee/spouse or dependent.

Educational Reimbursement Program - Reimbursement of tuition and books for all full-time employees after one year of employment. (Department Head approval required).

01
Please indicate which best describes your highest level of completed education.
  • High School Diploma or GED
  • Associates Degree
  • Bachelors Degree
  • Masters Degree or above
  • None of the above
02
Please indicate your progressively responsible experience in contract administration or related activities.
  • None
  • Less than 1 year
  • At least 1 year but less than 3
  • At least 3 years but less than 5
  • At least 5 years but less than 7
  • At least 7 years but less than 9
  • At least 9 years or more
03
Please describe your progressively responsible experience in contract administration or related activities (if none, please enter "N/A") in the space provided.
04
Please indicate your years of experience soliciting and acquiring contracts, evaluating bids, negotiating terms, drafting contracts, reviewing contracts drafted by other entities, overseeing execution of contracts.
  • None
  • Less than 1 year
  • At least 1 year but less than 3 years
  • At least 3 years but less than 5 years
  • At least 5 years but less than 7 years
  • At least 7 years but less than 9 years
  • At least 9 years or more
05
Please describe your experience soliciting and acquiring contracts, evaluating bids, negotiating terms, drafting contracts, reviewing contracts drafted by other entities, overseeing execution of contracts. (if none, please enter "N/A") in the space provided.
06
Do you have experience working with a Local, State, or Federal Governmental Entity?
  • Yes
  • No
07
Please describe your experience working for a Local, State, or Federal Governmental Entity (if none, please enter "N/A") in the space provided.
08
Please indicate your experience in procuring commodities or services funded by Grants (State and Federal).
  • None
  • Some experience, limited oversight
  • Fair amount of working knowledge and oversight
  • Strong working knowledge with many years oversight
09
Please describe your experience procuring commodities or services funded by Grants (State and Federal) (if none, please enter "N/A") in the space provided.
10
Do you have experience reviewing insurance and bonding certificates for compliance?
  • Yes
  • No
11
Please describe your experience reviewing insurance and bonding certificates for compliance (if none, please enter "N/A") in the space provided.
12
Do you a possess a Certified Professional Public Buyer (CPPB) certification?
  • Yes
  • No
13
Do you a possess a Florida Certified Contract Manager (FCCM) certification?
  • Yes
  • No
14
Do you have any experience with the formal solicitation process?
  • Yes
  • No
15
Please describe your experience with the formal solicitation process (if none, please enter "N/A") in the space provided.
16
Do you have experience with preparing and/or facilitating an Intent to Negotiate (ITN) procurement?
  • Yes
  • No
17
Please describe your experience with preparing and/or facilitating an Intent to Negotiate procurement (if none, please enter "N/A") in the space provided.
18
Are you computer literate?
  • Yes
  • No
19
Do you possess a valid driver's license?
  • Yes
  • No
20
Please enter your driver's license number and the state it is issued by. (If you do not have one, please enter "none").
21
Have you had more than one at-fault accident within the past 12 months?
  • Yes
  • No
22
Have you had 2 or more at-fault accidents within the past 3 years?
  • Yes
  • No
23
Have you had 3 or more moving violations within the past 3 years?
  • Yes
  • No
24
Have you had a DUI or Reckless Driving offense within the past 3 years?
  • Yes
  • No

* Required Question

Employer
Okaloosa County
Address
5479-B Old Bethel Road

Crestview, Florida, 32536
Phone
(850) 689-5870

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