Posting number: 15-26-006
Department: Wildlife Management
Division: Central
Job classification: Contract Administrator
Posting type: Open
Categories: Communications
Create, process, track contract documents. Review contract documents prepared by others and process in a timely manner.
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
Prepare contracts and all contract-related documents, and review similar documents prepared by others.
Responsible for maintaining bid documents and plan holders lists for projects currently being bid, and distributing documents to prospective bidders as needed. (CIPM only)
Maintain bid opening calendar and attend bid openings as needed. (CIPM only)
Refer general information calls from contractors and the public to the appropriate Project Administrator, Division Manager, or Principal Investigator.
Maintain petty cash for the CIPM Division. (CIPM only)
Manage the data input into the Contracts Database by CIPM for use by Public Works, the Mayor’s Office, and Law.
Track and maintain contract history and accounting budgets.
Update electronic files to ensure all files are available for use by the department, contractors and consultants, and keep a log of all changes/dates made.
Research contract files to identify accounting discrepancies from a database.
Assist auditors in their review of contracts, and answer questions during the audit procedure.
Work closely with the Department of Labor on Title 36 issues to make sure the Borough is in compliance with reporting on all department contracts.
Act as backup for the Borough-wide Contracts Manager in the processing of NSB contracts. (CIPM only)
Work with contractors, insurance brokers, and/or Project Administrators/Principal Investigators to resolve insurance issues so contract documents can be processed in a timely manner.
Work with the Director and Division Managers to establish procedures for contracts.
Provide information and assistance within the scope of designated authority.
Perform other duties as assigned.
Knowledge of Borough policies and procedures.
Knowledge of the basic principles of record keeping and records management.
Knowledge of the principles of contract management.
Skill in writing accurate reports, technical and business correspondence with a knowledge of the principles of English grammar and sentence structure.
Skill in leadership, coordinating staff, and delegating tasks and authority.
Associate's Degree in Project Administration, Business Law, or other related fields/OR Two years of administrative or business experience in project administration and/or contract preparation;
Four years of work experience in administrative support, contract document preparation, or project administration;
Two years of work experience with computers, spreadsheet applications, and the Access program or AS/400 JD Edwards.
One year of supervisory work experience. ( Wildlife only )
Valid Alaska Driver's License that meets the North Slope Borough Insurance Criteria.
THE NORTH SLOPE BOROUGH IS AN ALCOHOL AND DRUG FREE WORKPLACE.
This Job Description reflects North Slope Borough's best effort to describe the essential functions and qualifications of the job described. It is not an exhaustive statement of all the duties, responsibilities or qualifications of the job. This document is not intended to exclude an opportunity for modifications consistent with providing reasonable accommodation. This is not intended to be a contract.
Welcome to the vast and unique world of the North Slope Borough. Here on the northern edge of the continent, you will discover the otherworldly landscapes and abundant wildlife that inspired the ancient cultural traditions practiced today by Iñupiat Eskimos.
America's Arctic is full of surprises. It is home to a subsistence whaling tradition that extends back for as long as our collective memory has existed, yet it also hosts some of the world's most advanced technology in the oil fields spreading out from Prudhoe Bay. The land is vast and remote; and while seemingly rugged, is really remarkably fragile. Our land and waters recover very slowly from damage, so the risks from oil and gas development can be high. We work closely with the oil industry, state, and federal agencies to make sure that everyone can benefit from the resource wealth of this region without sacrificing the natural gifts that have sustained Iñupiat culture for thousands of years.
The people of the Arctic have survived in one of the world's harshest climates through our ability to adapt. We adapted to the discovery of oil in our traditional homeland by forming the North Slope Borough. Our borough has offered local residents a chance to help manage our lands and participate in the benefits of the oil boom. Through the borough, we have been able to enjoy the advantages of the modern world at the same time as we protect the subsistence values we hold dear.
The North slope Borough provides high quality infrastructures and services. We take pride in the schools and health facilities that make our communities livable and provide the framework for a life that will inspire our children as it honors our ancestors.
These are our twin goals -- to create opportunity for the future and to assure continuity with the past.
