CIPM Contract Administrator

Responsible for the management of all Borough bid processes, contract functions and related operations, working proficiently to ensure content is complete accurate and timely. Supervises and participates in the preparations of request for bid/proposals, contracts and processes maintains records and systems used to meet reporting and compliance requirements.

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.

Monitors all contracts and related document preparation for accuracy, completeness and compliance.

Makes day to day decisions for contracting and bidding processes, has some authority for personnel actions to ensure content is complete accurate and timely. Planning bid preparation to ensure that deadlines are met and communication with staff to determine bid details are ready for upload.

Monitor bid opening calendar and attend bid openings as needed. Reviews and Monitors NSB Procurement Website uploads for CIPM and all departments including any special notices deemed by law to be posted to the website. Ensure information posted is consistent will Borough bid processes and not written in a way to confuse bidders. NSB Procurement Website management, analyzing and resolving problems for staff and clients, customer services, re-assigning log-in passwords and users names. Works closely with website engineer.

Provide customer service to contractors, bidders and others responding quickly and appropriately to issues including bid protest. Distribution of documents to those bidders/proposers wishing to examine winning bids or proposals in accordance with municipal code and ensuring that they are properly redacted.

Refer general information calls from contractors and the public to the appropriate Project Administrator, Program Managers, Deputy Director or Director.

Maintain petty cash for the CIPM.

Manage the data input into the Contracts Database by CIPM for use by Public Works, the Mayors Office and Law.

Work with the Director, Deputy Directors and Program Managers to establish procedures for contract staff. Coordinates and standardization of contract documents, construction document forms and procedures.

Provide staff training, provide study material on all processes of bid processes, contract documents, insurance and Borough, State and Federal codes.

Update of all templates as electronic files to ensure all files are up to date.

Track deadlines and important milestone for a variety of contracts, leases and change orders.

Confirm, Track and maintain contract history, research contract files to identify accounting discrepancies found in database.

Assist auditors and law in their review of contracts, and answer questions during the audit procedure.

Providing the latest copy of T36 Pamphlet and any updates. Explanation of how to apply the document to bid documents. Work closely with the Department of Labor on Title 36 issues to make sure the Borough is in compliance with payroll reporting on all department contracts and ensuring receipt of the DOL#.

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 Deputy Director to establish procedures for staff on bid and contract processes.

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.

Associates Degree in Project Administration, Business Law or other related fields/OR Two years 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 Drivers 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 Boroughs 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. Your signature indicates that you have read this Job Description and understand the essential functions and essential qualifications of the job.