Monterey One Water
FLSA: Non-Exempt
Monterey One Water is looking for a professional with positive attitude that has administrative/secretarial experience managing public contracts. The ideal candidate will be a team player, proactive, attentive to detail, highly organized and with strong communication skills.
Join the Monterey One Water Team!
Under the supervision of the Director of Engineering, performs a wide variety of administrative and clerical duties connected with contracts and projects of the Agency. Is responsible for Agency’s contract records, coordinating the flow of documents between the Agency and contractors, outside engineers, consultants and involved agencies.
This is a single-position classification that performs complex and responsible activities associated with the development and administration of contracts for construction, consulting, services, and purchases for the Agency.
Assignments require a thorough understanding of public agency contracting and are received in the form of broad policies, objectives and procedures to be applied in the contract administration process. The incumbent is expected to exercise initiative and judgment in carrying highly detailed processes through to completion.
Perform contract administration work for a wide variety of professional and/or construction services; conduct solicitations and procurement of services; facilitate bid process; conduct pre-bid/proposal conferences and public bid/proposal openings; issue revisions, addenda, or announcements; perform bid and cost analysis; issue notices of awards and notices to proceed; participate in bid protest resolution in accordance with policies and procedures. Assists with setting up timelines for Projects from pre-design through construction. Includes Public Contract Code requirements for advertisement, Agency staff report timelines, incorporate any grant timelines with assistance. Assists with preparation of project contract documents, emails contract documents to contractors, builders exchanges and regulatory agencies; provides outreach to prospective bidders and consultants; distributes plans and specs to prospective bidders and maintains records of same; assists in preparation of all contract addendums and is responsible for distribution of same to plan holders; verifies contractor license information with Contractor Licensing Board; verifies contractor insurance rating. Publishes “Notice Inviting Bids” in newspapers for all projects going out for bid. Attends weekly construction project progress meetings; produces and distributes notes, agendas or minutes of same as required. Coordinates and sets up in person and virtual meetings as requested for pre-bid, pre-construction, bid-opening, pre-proposal and other meetings. Assists with agenda preparation. Prepares Master Agreements, Requests for Service, and Contracts. Prepares and submits staff reports for Board and Board Committees with direction. Prepares requisitions, obtains all necessary tax and insurance information, and files purchase orders. Review specifications, contracts, change orders, extensions, stop notices, claims, invoices, and closeout agreements to ensure that all contractual obligations have been met and to make recommendations for approval by assigned supervisor and/or manager. Performs detailed review and analysis of contractor invoices to ensure conformance with contract provisions and budget; requests additional information and invoice modifications to ensure compliance with contract terms and conditions; briefs management on contract management problems and disagreements and recommends appropriate courses of action; Prepares and codes project invoices for approval by Project Manager, processes and tracks payments. Prepares Notices of Award, Notices to Proceed, Notices of Completion, Close-Out Agreements and other contractual forms for Contractors and/or Consultants. Records and files Notice of Completions with County Recorder and maintains files of California Preliminary Notices/Stop Notices, and mails Notices of Completion to all preliminary notice holders. Maintains project files, from the beginning of the project to the completion of the project, and provides follow-up on all projects for execution of documents in a timely manner; provides follow-up for all insurance coverage for contractors, engineers, and consultants. Prepares completed project files for electronic storage. Establishes contract records in Agency databases and ensures the accuracy of contract filing systems containing original contract agreements and amendments; maintains and updates files; distributes contract documents to parties of interest and upon request; maintains contract logs and related specialized records. Assists with public works project registration (e.g., PWC-100 reports) and certified payroll reporting processes. Assists with response to occasional Public Information Requests related to contracts and projects. Assists in the preparation of monthly agenda items for the Board and Committees. Assists in the preparation of PowerPoint presentations as needed. Adheres to stated safety policies and procedures. Attends agency safety training as required. Assists in maintaining and recording Property/Easement files. Performs other job-related duties as assigned. Knowledge of: Thorough knowledge of business letter writing and composition, punctuation, spelling, grammar, and vocabulary. Procurement and contracting principles, including RFQ, and RFP preparation, bidding requirements, bid analysis, cost analysis, change order processing, stop notice processing, and claims processing. Microsoft software (Word, Excel, Teams, etc.), , Zoom, and database software programs. Laws, rules and regulations governing current area of assignment. Public Contract Code related to design and Public Works Construction. Construction Management Systems to oversee project scheduling, budgeting, documentation, and workflow coordination. Plan the bids or other Procurement and Supplier Management Software Methods, procedures, practices and terminology used in current area of assignment. Office methods, procedures, and equipment, including the operation and maintenance of photocopy, postage, facsimile, adding, telecommunication, and printing machines. Basic principles and practices of data collection and report preparation. Indexing, filing, and record keeping systems. Customer service techniques, practices, and principles. Basic principles used in clerical accounting and bookkeeping. Mathematical principles. Agency and organizational unit policies, rules, and regulations. Principles and practices of fiscal, statistical and administrative research and report preparation. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, consultants and Agency staff. Ability to: Type accurately from clear copy at a speed of not less than 50 net words per minute. Transcribe accurately from recording equipment. Make accurate comparisons and computations. Establish and maintain indexes and files. Maintain the highest degree of responsibility and confidentiality necessary in a professional setting. Understand questions from the public and to give clear and accurate responses. Work independently to carry out basic tasks and devise improvements as necessary. Read, understand, and follow written or verbal instructions. Maintain cooperative relationships with co-workers and supervisors. Maintain self-discipline in relation to personal phone conversations and use of Agency time. Learn, interpret, and apply Agency and organizational unit policies, rules, and regulations. Independently perform a variety of office support and assistance work in accordance with standard procedures and requiring speed and accuracy. Make arithmetic computations with speed and accuracy. Prepare and maintain a variety of files and records. Use a computer and other office equipment to prepare a variety of documents at a skill level and with the degree of accuracy to meet job requirements. Handle multiple priorities and deadlines while serving in the support of staff. Take notes or dictation at meetings or interpret recorded dictation and transcribe accurately. Follow oral and written directions. Read, understand, and follow posted work rules and procedures. Work collaboratively in a team environment including ability to accept constructive criticism from co-workers. Organize and maintain complex filing and record keeping systems. Use good judgment in choosing among available alternatives to solve work problems, recognizing scope of authority, and referring problems to others. Concentrate for extended periods. Respond to and effectively prioritize multiple requests for service. Assess situation and make timely decisions. Follow oral and written instruction. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Adhere to Agency Values.
Education and Experience:
Any combination of experience and education/training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Equivalent to the completion of the twelfth grade, supplemented by college level coursework in business administration, contract administration or a closely related field, three years of experience performing responsible work in the administration and secretarial field, and two years of experience working with public contracts.
Licenses and Certifications: Possession of a valid California Motor Vehicle Driver’s license and be insurable with the Agency’s insurance at the standard rate, and continue to meet the established driving standards as a condition of employment for this position or suitable alternative transportation to be approved by the Agency. Standing & Walking – Primarily sedentary classification although standing in work areas and moving between work areas may be required. Lifting - Ability to safely lift up to 10 pounds overhead and 20 pounds to waist level; both these requirements include bending at knees to facilitate proper lifting techniques: 1 minute up to 5 minutes per day. Manual Dexterity - Ability to perform multiple work activities requiring a significant level of physical and mental coordination, such as operating a computer keyboard; copying, and adding machines; writing: 1 hour up to 8 hours per day. Visual – Ability to read printed materials and view a computer screen for long periods: 30 minutes up to 8 hours per day. Hearing and Speech - Ability to communicate in person, before groups, and over the telephone. Mobility – Ability to work in a standard office setting and operate a motor vehicle to visit various meeting sites, reach, carry, push, pull, stoop, and bend.
Environmental Elements Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances.
Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Working Conditions May be required to occasionally work evenings and weekends. #J-18808-Ljbffr
Monterey One Water is looking for a professional with positive attitude that has administrative/secretarial experience managing public contracts. The ideal candidate will be a team player, proactive, attentive to detail, highly organized and with strong communication skills.
Join the Monterey One Water Team!
Under the supervision of the Director of Engineering, performs a wide variety of administrative and clerical duties connected with contracts and projects of the Agency. Is responsible for Agency’s contract records, coordinating the flow of documents between the Agency and contractors, outside engineers, consultants and involved agencies.
This is a single-position classification that performs complex and responsible activities associated with the development and administration of contracts for construction, consulting, services, and purchases for the Agency.
Assignments require a thorough understanding of public agency contracting and are received in the form of broad policies, objectives and procedures to be applied in the contract administration process. The incumbent is expected to exercise initiative and judgment in carrying highly detailed processes through to completion.
Perform contract administration work for a wide variety of professional and/or construction services; conduct solicitations and procurement of services; facilitate bid process; conduct pre-bid/proposal conferences and public bid/proposal openings; issue revisions, addenda, or announcements; perform bid and cost analysis; issue notices of awards and notices to proceed; participate in bid protest resolution in accordance with policies and procedures. Assists with setting up timelines for Projects from pre-design through construction. Includes Public Contract Code requirements for advertisement, Agency staff report timelines, incorporate any grant timelines with assistance. Assists with preparation of project contract documents, emails contract documents to contractors, builders exchanges and regulatory agencies; provides outreach to prospective bidders and consultants; distributes plans and specs to prospective bidders and maintains records of same; assists in preparation of all contract addendums and is responsible for distribution of same to plan holders; verifies contractor license information with Contractor Licensing Board; verifies contractor insurance rating. Publishes “Notice Inviting Bids” in newspapers for all projects going out for bid. Attends weekly construction project progress meetings; produces and distributes notes, agendas or minutes of same as required. Coordinates and sets up in person and virtual meetings as requested for pre-bid, pre-construction, bid-opening, pre-proposal and other meetings. Assists with agenda preparation. Prepares Master Agreements, Requests for Service, and Contracts. Prepares and submits staff reports for Board and Board Committees with direction. Prepares requisitions, obtains all necessary tax and insurance information, and files purchase orders. Review specifications, contracts, change orders, extensions, stop notices, claims, invoices, and closeout agreements to ensure that all contractual obligations have been met and to make recommendations for approval by assigned supervisor and/or manager. Performs detailed review and analysis of contractor invoices to ensure conformance with contract provisions and budget; requests additional information and invoice modifications to ensure compliance with contract terms and conditions; briefs management on contract management problems and disagreements and recommends appropriate courses of action; Prepares and codes project invoices for approval by Project Manager, processes and tracks payments. Prepares Notices of Award, Notices to Proceed, Notices of Completion, Close-Out Agreements and other contractual forms for Contractors and/or Consultants. Records and files Notice of Completions with County Recorder and maintains files of California Preliminary Notices/Stop Notices, and mails Notices of Completion to all preliminary notice holders. Maintains project files, from the beginning of the project to the completion of the project, and provides follow-up on all projects for execution of documents in a timely manner; provides follow-up for all insurance coverage for contractors, engineers, and consultants. Prepares completed project files for electronic storage. Establishes contract records in Agency databases and ensures the accuracy of contract filing systems containing original contract agreements and amendments; maintains and updates files; distributes contract documents to parties of interest and upon request; maintains contract logs and related specialized records. Assists with public works project registration (e.g., PWC-100 reports) and certified payroll reporting processes. Assists with response to occasional Public Information Requests related to contracts and projects. Assists in the preparation of monthly agenda items for the Board and Committees. Assists in the preparation of PowerPoint presentations as needed. Adheres to stated safety policies and procedures. Attends agency safety training as required. Assists in maintaining and recording Property/Easement files. Performs other job-related duties as assigned. Knowledge of: Thorough knowledge of business letter writing and composition, punctuation, spelling, grammar, and vocabulary. Procurement and contracting principles, including RFQ, and RFP preparation, bidding requirements, bid analysis, cost analysis, change order processing, stop notice processing, and claims processing. Microsoft software (Word, Excel, Teams, etc.), , Zoom, and database software programs. Laws, rules and regulations governing current area of assignment. Public Contract Code related to design and Public Works Construction. Construction Management Systems to oversee project scheduling, budgeting, documentation, and workflow coordination. Plan the bids or other Procurement and Supplier Management Software Methods, procedures, practices and terminology used in current area of assignment. Office methods, procedures, and equipment, including the operation and maintenance of photocopy, postage, facsimile, adding, telecommunication, and printing machines. Basic principles and practices of data collection and report preparation. Indexing, filing, and record keeping systems. Customer service techniques, practices, and principles. Basic principles used in clerical accounting and bookkeeping. Mathematical principles. Agency and organizational unit policies, rules, and regulations. Principles and practices of fiscal, statistical and administrative research and report preparation. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, consultants and Agency staff. Ability to: Type accurately from clear copy at a speed of not less than 50 net words per minute. Transcribe accurately from recording equipment. Make accurate comparisons and computations. Establish and maintain indexes and files. Maintain the highest degree of responsibility and confidentiality necessary in a professional setting. Understand questions from the public and to give clear and accurate responses. Work independently to carry out basic tasks and devise improvements as necessary. Read, understand, and follow written or verbal instructions. Maintain cooperative relationships with co-workers and supervisors. Maintain self-discipline in relation to personal phone conversations and use of Agency time. Learn, interpret, and apply Agency and organizational unit policies, rules, and regulations. Independently perform a variety of office support and assistance work in accordance with standard procedures and requiring speed and accuracy. Make arithmetic computations with speed and accuracy. Prepare and maintain a variety of files and records. Use a computer and other office equipment to prepare a variety of documents at a skill level and with the degree of accuracy to meet job requirements. Handle multiple priorities and deadlines while serving in the support of staff. Take notes or dictation at meetings or interpret recorded dictation and transcribe accurately. Follow oral and written directions. Read, understand, and follow posted work rules and procedures. Work collaboratively in a team environment including ability to accept constructive criticism from co-workers. Organize and maintain complex filing and record keeping systems. Use good judgment in choosing among available alternatives to solve work problems, recognizing scope of authority, and referring problems to others. Concentrate for extended periods. Respond to and effectively prioritize multiple requests for service. Assess situation and make timely decisions. Follow oral and written instruction. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Adhere to Agency Values.
Education and Experience:
Any combination of experience and education/training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Equivalent to the completion of the twelfth grade, supplemented by college level coursework in business administration, contract administration or a closely related field, three years of experience performing responsible work in the administration and secretarial field, and two years of experience working with public contracts.
Licenses and Certifications: Possession of a valid California Motor Vehicle Driver’s license and be insurable with the Agency’s insurance at the standard rate, and continue to meet the established driving standards as a condition of employment for this position or suitable alternative transportation to be approved by the Agency. Standing & Walking – Primarily sedentary classification although standing in work areas and moving between work areas may be required. Lifting - Ability to safely lift up to 10 pounds overhead and 20 pounds to waist level; both these requirements include bending at knees to facilitate proper lifting techniques: 1 minute up to 5 minutes per day. Manual Dexterity - Ability to perform multiple work activities requiring a significant level of physical and mental coordination, such as operating a computer keyboard; copying, and adding machines; writing: 1 hour up to 8 hours per day. Visual – Ability to read printed materials and view a computer screen for long periods: 30 minutes up to 8 hours per day. Hearing and Speech - Ability to communicate in person, before groups, and over the telephone. Mobility – Ability to work in a standard office setting and operate a motor vehicle to visit various meeting sites, reach, carry, push, pull, stoop, and bend.
Environmental Elements Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances.
Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Working Conditions May be required to occasionally work evenings and weekends. #J-18808-Ljbffr