Administrative Office Coordinator - City Clerk

City of Delray Beach•Fl 33444, FL

1d•Onsite

About The Position

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.

Requirements

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 professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer's specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.

Nice To Haves

A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.

Responsibilities

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.