Contract Specialist (Funded by Measure H)

Job description

Posting Details

Position Information

Posting Number 2014746S Position Title Contract Specialist (Funded by Measure H) Location District Office Department General Services DIST (DEPT) Position Number TBD Percentage of Full Time 100% FLSA Non-Exempt (accrues overtime) Months per Year 12 If other, please specify Min Salary $82,332 (annual) Max Salary $105,408 (annual) Position Type Classified Positions Posting Text

Who We Are

The San Mateo County Community District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan is focused on “Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.

The College and the District

The San Mateo County Community College District is home to Cañada College, College of San Mateo, and Skyline College. All three of our colleges are designated as Hispanic Serving Institutions enrolling approximately 33,000 students each academic year. San Mateo County Community College District has a diverse student population that is a reflection of the communities that is serves. Detailed information about the student population, including data related to student success, can be found on the San Mateo County Community College District’s Educational Services & Planning website.

Who We Want

We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

The Position

Under direction of the Construction Procurement, Risk and Contracts Manager, the Contract Specialist performs a variety of technical and complex duties in support of the procurement and contracting operations for the District’s capital projects. The Contract Specialist reviews, evaluates, processes, and maintains minor public works, professional services and maintenance service contracts, including respective procurement/contracting support documentation. A high degree of independent judgment and creativity are required to resolve a variety of minor and major problems that arise. Consequences of errors in judgment can be costly in public relations, staff, and employee time and have a negative impact for future capital improvements and facilities maintenance. A Contract Specialist can direct the work of other staff and student assistants as assigned.

This is a temporary position funded by Measure H. The position is limited to the Contract Specialist performing work in support of Measure H bond projects and will be eliminated once the funding has been exhausted. Duties and Responsibilities

The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Exchanges professional information with District and college staff, vendors, contractors, and business representatives, regarding procurement and contracting rules, policies and procedures, vendor prequalification, planned bids, bids in process, and contracts status

2. Assists in contract development, review, revision, and/or approvals; documentation for DIR compliance; and research for availability of and recommendation of State Department of General Services contracts or competitive contracts from other educational institutions for use in purchases of these products

3. Coordinates and processes construction and business contracts from the Facilities Planning, Maintenance & Operations Department; prepares and submits contract documents for execution by all involved parties

4. Depending upon complexity, assists in or performs development, preparation, and compilation of contract bid documents, including Request for Statements of Qualification, Request for Proposals, and Informal Public Works Bid documents; bid logs and reports related to these processes

5. Responsible for maintenance of District’s online procurement system for the set-up, administration and safekeeping of current, accurate, and meaningful procurement, prequalification, and vendor records related to construction and business contracts; identifies incorrect, inconsistent, and incomplete data entries in the designated online procurement system on a continuous basis and makes timely modifications to improve quality of the data

6. Participates in the management of the District’s contractor and consultant prequalification processes; maintains vendor submitted documents and performs administrative tasks during open prequalification application periods

7. Validates and verifies appropriate bond and insurance documents secured by contractors and consultants, including construction/professional services contract requirements; and the maintenance of those records

8. Reviews external certificates of insurance and endorsements; processes documents related to the District’s OCIP insurance program

9. Assists in the development, implementation, and maintenance of District’s document management system(s) for the safekeeping of current, accurate, and meaningful records related to construction and business contracts; identifies incorrect, inconsistent, and incomplete data entries in the designated contract management system on a continuous basis and make timely modifications to improve quality of the
data

10. Follows established contract administration, insurance requirements, and purchasing procedures

11. Makes recommendations for changes to procedures, workflows, and policies

12. Updates and maintains business processes, manuals, handbooks, and other training materials

13. Uses a variety of computer hardware and software to research, enter, format, modify, and retrieve data for special and regular reports, documentation, vendor files, trend analysis, and presentations, and to perform administrative tasks, such as scheduling meetings and arranging meeting logistics

14. Attends professional development related meetings, workshops, and other events to stay current on public procurement code and District policies and procedures. Occasional mandatory participation in select professional development conferences requiring travel outside the Bay Area. Willingness to pursue professional certifications in the procurement field

15. Attends various meetings and participates on committees as required

16. Performs other related duties as assigned

Minimum Qualifications

• A combination of education and experience equivalent to a Bachelor’s degree in business administration, public administration or a closely related field

• Two years of increasingly responsible para-professional contract and financial record keeping experience

• Successful complex clerical experience of increasing responsibility with an active capital improvement program

• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff

• Experience with the organization, setup and maintenance of electronic and manual files and records

• Experience with directing the work of others

• Experience with the use of a variety of computer software to compose and prepare correspondence, reports, presentations, memoranda and other written materials

• Experience with research and compiling data for, formatting, and preparing statistical, financial and other reports

• Demonstrated skill in multitasking, prioritizing workloads, and working independently

• Demonstrated skill in working as part of a customer service team

• Valid California Driver’s License (or the ability to obtain one) to be maintained throughout duration of employment with the District

Knowledge, Skills and Abilities

1. Knowledge of facilities design, construction, and maintenance terminology and concepts

2. Knowledge of basic contract format and terminology

3. Knowledge of principles, practices, procedures, and methods of public agency procurement, contracting, contract administration, and insurance

4. Knowledge of document management principles and practices

5. Knowledge of the policies and procedures applicable to a major District or college administrative unit

6. Knowledge of how to create and maintain databases, preferably using Microsoft Access and SharePoint; and the use of Internet search engines

7. Knowledge of various computer hardware and software, including word processing, database, and spreadsheet programs

8. Skill in project management

9. Skill in use of the Microsoft Office Suite, Adobe Creative Suite, web-based content management systems software, and Internet tools to compose business correspondence and documents, develop spreadsheets, research, enter, modify, format, and present statistical, financial, and other data for reports

10. Skill in respectful, sensitive communication with people who are diverse in their academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds

11. Skill in multi-tasking and prioritization in a fast-paced environment with attention to detail

12. Skill in written communication (including correct English usage, grammar, spelling, vocabulary, and punctuation)

13. Ability to strategically plan, organize, and prioritize workloads effectively and implement multiple-tasked projects with similar timelines and anticipated outcomes to meet scheduled deadlines

14. Ability to work independently or as part of a customer service team on assigned projects; communicate clearly and effectively both orally and in writing

15. Ability to establish and maintain records, and maintain a confidentiality of privileged information obtained in the course of work

Physical Requirements

This classification requires the ability to operate a motor vehicle and drive to off campus locations. Work involves standard office setting and requires the ability to operate office equipment, such as computer systems and devices, telephone, and scanner; work at a computer, including viewing a monitor for extended lengths of time, repetitive use of keyboard, mouse or other control device, and dexterity of hands and fingers to operate keyboard in order to perform the essential functions.

Preferred Qualifications

Experience working in an educational and/or public agency setting.

Benefits

Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

Posting Detail Information

Open Date 04/03/2019 First Review Date 04/24/2019 Close Date Open Until Filled Yes Special Instructions Summary

Required Application Materials
All applicants are required to submit:

1. A completed online District application form (go to https://jobs.smccd.edu to complete the application and to apply for this position).

2. A resume that details all relevant education, training, and other work experience.

3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement.

Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.

For questions related to this posting, please contact:

SMCCCD Office of Human Resources
3401 CSM Drive, San Mateo, CA 94402
Tel.: (650) 574-6555
Fax:(650) 574-6574
Web Page: www.smccd.edu/hr

Conditions of Employment

Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process

In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.
.

5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.

EEO Statement

The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.

Accomodations

Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.

Annual Security Report

San Mateo County Community College District’s (SMCCCD) 2018 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2018 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2018 Annual Security Report is now available. The Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. You can obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • District Employee
    • District Employment Site
    • CCC Registry
    • HigherEdJobs.com
    • Chronicle of Higher Education
    • ACCCA
    • HERC
    • EdJoin.com
    • Indeed.com
    • Other
    • LinkedIn
    • Facebook or Twitter
  2. * Do you possess a combination of education and experience equivalent to a Bachelor's degree in business administration, public administration or a closely related field?
    • Yes
    • No
  3. * Can you demonstrate two years of increasingly responsible para-professional contract and financial record keeping experience?
    • Yes
    • No
  4. * Can you demonstrate successful complex clerical experience of increasing responsibility with an active capital improvement program?
    • Yes
    • No
  5. * Can you demonstrate cultural competence, a sensitivity to and an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff?
    • Yes
    • No
  6. * Do you have experience with the organization, setup and maintenance of electronic and manual files and records?
    • Yes
    • No
  7. * Do you have experience directing the work of others?
    • Yes
    • No
  8. * Do you have experience with the use of a variety of computer software to compose and prepare correspondence, reports, presentations, memoranda and other written materials?
    • Yes
    • No
  9. * Do you possess experience with research and compiling data for, formatting, and preparing statistical, financial and other reports?
    • Yes
    • No
  10. * Can you demonstrate skill in multitasking, prioritizing workloads, and working both independently as well as part of a customer service team?
    • Yes
    • No
  11. * Do you possess a valid California Driver’s License (or the ability to obtain one) and the ability to drive a motor vehicle to off-site locations?
    • Yes
    • No
Applicant Documents Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
Optional Documents
  1. Other Document 1
  2. Other Document 2
  3. Other Document 3

 

 

 

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Job No:
Posted: 4/5/2019
Application Due: 5/2/2019
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