CONTRACTING OFFICER

Full Job Description

Minimum Qualifications:
Bachelor's Degree in accounting, business or public administration, or a related field required; supplemented by three years of experience in contract administration/management preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Resumes are welcomed without personal and identifiable information.

Specific License or Certification Required: May be required to possess and maintain a valid Georgia driver's license.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in the performance of the essential functions and learn, comprehend, and apply all county or departmental policies, practices, and procedures necessary to function effectively in the position.

EXAMINATION:

The examination process will include the following: application review and evaluation to establish a rating to reflect Qualified or Not Qualified. An application must document that the applicant possesses the minimum knowledge, skills, education, and experience listed. If selected, an official, accredited college transcript is required, at the time of employment, for all degrees/coursework used to qualify for this position.

All applications must be completed in full before they are submitted. Please review all applications for accuracy and make all corrections before submission because errors can result in not meeting the minimum qualifications. Additional information will not be accepted after applications are received by the Human Resources Department.

Requirements

Purpose of Classification:

The purpose of this classification is to serve as liaison between the Department of Purchasing & Contract Compliance and the Department of Real Estate & Asset Management (DREAM) and coordinate the procurement and contract administrative functions for (DREAM).

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Serves as the liaison between the Department of Purchasing & Contract Compliance and the Department of Real Estate & Asset Management (DREAM)

Assists in the preparation and development of the scope of work or statement of work for various solicitation documents on behalf of DREAM including Request for Proposal RFPs, Invitation to Bid ITBs, Invitation to Bid Commodities ITBCs, E-Quotes; advises DREAM on contract administration.

Plans and conducts a variety of pre-award and post-award contract administration activities on behalf of DREAM.

Develops appropriate project documents; manages project schedules and standards as requested.

Complies contract updates and develops reports for senior management. Prepares documentation for contract modifications (i.e. change orders, amendments, contract extensions, etc.)

Provides technical consultation DREAM on the procurement process, solicitation status and administration of DREAM contracts/purchase orders.

Prepares all agenda items for DREAM procurements for consideration and approval by the Board of Commissioners (BOC).

Prepares and process emergency/urgent requests according to Purchasing Code Section 102-385;

Tracks the status of DREAM contracts and provide notes to supervisors and area managers as required; input requisitions and delivery orders into automated system; ensure specifications and commodity codes are correct and vendors are registered in AMS system.

Enters electronic Standard Requisitions with Encumbrance (RQS), Non Pre-Encumbering Requisitions (RQN); Delivery Orders (DO), Agenda Management System, Verify specifications and ensure vendor information and commodity codes are accurate. Prepare Purchase Order (PO/DO) modifications when required; copy and scan documents to appropriate electronic files; identify specific job-related training to other-co-workers for cross-training purposes.

Confirms availability of sufficient funds for awards; take action to make funds available in proper accounting line(s) as necessary; identify deficiencies in funding lines and notify management and user department for budget modifications; identify allocation of capital and general funds to specific services and commodities when appropriate to cover budget line shortfalls; audits and review vendor payment records.

Maintains database and filing system that can be readily accessed by department staff (database and filing system should be updated daily), prepare monthly purchase order reports used by Manager, Assistant Directors and Director; maintain procurement files (manual and electronic) including scanning documents as instructed for electronic files for contracts and correspondence including a separate file for BOC agenda items.

Prepares and/or completes various forms, reports, correspondence, and other documentation, including spreadsheets, Payment Voucher Reports, and Purchase Order reports; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Additional Functions:

Performs other related duties as required.

Qualifications

Performance Aptitudes:

Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.

Human Interaction: Requires the ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

Other Requirements:

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10-25 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: None.

Additional Information

It is the policy of Fulton County that there will be equal opportunity for every citizen, employee and applicant, based upon merit without regard to race, color, religion, national origin, gender, age, genetics, disability or sexual orientation.


11/17: Dept. request to extend the posting for 2 weeks.