Contracts Clerk - SR-12

Administrative Clerk

Performs 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.

Examples of Duties

• 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.

Minimum Qualification Requirements

Training and Experience: 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.

Substitution of education for required clerical experience: an Associates 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 Associates 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.)

Note: Foreign transcripts must be accompanied by an official credential evaluation report to determine U.S. equivalency. (Scan and attach a copy of your official credential evaluation report to your application.)

Examination: 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. Please read the minimum qualification requirements carefully. Be certain to list all pertinent training and experience, as this may be important in determining your examination score. It is essential that the applicant describe fully the duties and responsibilities of each position held, specify the date of each position held (from and to, month and year), and indicate the number of hours worked per week. Attach all required documentation (e.g. official transcript, professional license(s)/certification(s), DD-214, etc.) at the time of submitting your application. Note: In-person interviews and/or further testing in Hawai'i County may be required at the discretion of the hiring department/agency. If in-person interviews and/or further testing are required, applicants who are referred to the hiring department/agency must be available to participate in person and at their own expense at that phase of the selection process.

Knowledge of: basic principles, practices, purposes, and formats of purchasing documents and contracts; office practices and procedures; grammar, spelling, and word usage.

Ability to: understand, explain, and apply applicable provisions of ordinances, laws, and regulations governing contract purchasing procedures; set up and maintain files and records; prepare statistical reports; operate standard office machines and equipment including the word processor; and deal courteously and effectively with the public and other County employees.

Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations. Physical Effort Grouping: Light

Benefits of County employment: The County of Hawai'i offers a competitive compensation package. Your total compensation is comprised of your salary and a generous range of valuable benefits, subject to eligibility requirements.

• Flexible Working Arrangements: Options may include alternate work schedules (4-10) and flexible working hours. (Not all Departments/Agencies participate and not all positions are eligible.)
• Vacation: Start accruing paid vacation time immediately upon hire – up to 21 days per year.
• Sick Leave: Start accruing paid sick leave time immediately upon hire – up to 21 days per year.
• Holidays: The County provides 13 paid holidays per year (plus General Election Day when applicable).
• Training and Development: The County has a variety of training and development opportunities for employees.
• County Tuition Reimbursement Program: This scholarship program rewards employees who take the initiative to advance their education and learning.
• Public Service Loan Forgiveness (PSLF) Program: You may be eligible for this federal program which forgives portions of federal student loans for individuals working in public service.
• Retirement Plan: The Employees' Retirement System is a qualified defined benefit public pension plan that provides retirement, disability, survivor and other benefits to all eligible full-time and part-time county employees in the State of Hawaii as well as their beneficiaries.
• Deferred Compensation: Save additional money for retirement - this voluntary supplemental retirement savings plan allows for the investment of tax-deferred contributions.
• Flexible Spending Plan: Use pre-tax dollars to pay for qualified dependent care and/or medical expenses, as well as insurance premiums.
• Health Benefit Plans: The County of Hawai'i offers a variety of health benefit plans for eligible employees.
• Employee Assistance Program (EAP): This voluntary assistance program provides employees and their family members with free professional and confidential assistance in overcoming personal and work-related problems.
• Group Life Insurance: Free life insurance policy for active employees.
• Credit Union Membership
• Other Leaves: You may be eligible for other leaves, including Family Leave, Funeral Leave, Leave Sharing, Military Leave, Donor Leave, Victims Protection Leave, as well as leave for Parent-Teacher Conferences, Disaster Relief, Blood Bank Donations, and Jury Duty.

All benefits are subject to eligibility requirements and change due to legislative actions and/or changes negotiated through collective bargaining. Please check out the benefits tab for additional information.

Supplemental Information

Please scan and attach these supporting documents to your on-line application, if required:

• an official college transcript,
• a valid driver's license,
• a temporary assignment verification,
• professional licenses, and/or
• certificates.

Veterans applying for veteran's preference points shall also scan and attach their DD-214 form and as needed, their VA claim letter to the on-line application. PLEASE APPLY IMMEDIATELY AS THIS RECRUITMENT MAY CLOSE AT ANY TIME. ELECTRONIC NOTIFICATION TO APPLICANTS: Please ensure that the email address and mobile phone number you provide is current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our emails and text messages or fail to check your email box or NEOGOV account INBOX in a timely manner. Checking your NEOGOV account INBOX daily is recommended and is the most secure method