1B29
PAY RANGE: 17
CONTRACT CLERK
GENERAL DEFINITION
This is administrative work, overseeing and participating in the drafting and processing of contracts for a City department. Employees use automated systems to initiate, track and process contracts and coordinate with the Law Department to assure contract conformance. Employees may monitor grants and contracts for programmatic compliance and adherence to fiscal requirements and may be responsible for supervising a staff of clerical employees. Contact with vendors and departmental representatives to resolve contract problems and preparation of contract status reports are significant aspects of the work. Work is performed under the supervision of an administrative superior.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
1. Positions in the class must oversee and participate in the drafting and processing of contracts.
2. With the exception of the City Controller’s Office, only one position will be allocated to a departmental function.
3. Due to the citywide scope of departmental functions, no more than two positions will be allocated to the City Controller’s Office.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
ALL ASSIGNMENTS
Drafts contracts, bonds and other miscellaneous agreements by selecting the appropriate formats from the files and inserting the required legal terminology; refers to city ordinances and other reference sources to see that all pertinent information is included on forms.
May supervise clerical staff and review completed work for accuracy, inclusion of all necessary clauses and correct assembly; forwards documents to concerned parties for their review and approval; confers with concerned departments and redrafts certain portions of documents to their satisfaction, where permissible; notifies appropriate authorities to release and return certified checks for performance bonds deposited by contracting parties after satisfaction of contracts.
Establishes cooperative working relationships with departmental managers and staff, vendors, other departments and contacts in the interest of resolving problems and disputes; answers inquiries concerning the processing of contracts, bonds and other agreements; locates the cause of delays in processing documents; explains additional requirements that must be met by contract parties before contracts can take effect; explains contract policies and procedures; ensures that minority and female participation goals are met.
Trains new employees in office procedures; explains workflow, location of files and reference materials; reviews agreements drafted by new employees for conformance to departmental procedures.
Computes and collects fees for the preparation of legal documents; maintains account of fees due and paid, and deposits same; keeps records of accounts for persons who deposit certified checks in lieu of bonds.
Receives, reads and answers general correspondence directed to the unit; maintains file of court decisions on matters pertaining to the unit for use by professional legal staff.
Processes contract approvals electronically and updates contract information using the ADPICS computer system.
Performs related work as required.
CITY CONTROLLER’S OFFICE ASSIGNMENT
Audits/examines on a citywide basis departmental public works contracts, services, supplies and equipment, professional services contracts for proper substance, format and authorizations; including bonds, purchase orders and other miscellaneous bid and contract related documents and agreements.
Attends contract bid openings to observe, verify, and record vendor responses.
Maintains and updates contract files; including attaching quotes, add-ons and amendments to contracts, lease and encumbrance documents, and receipt and filing of bid tabulations sheets.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
KNOWLEDGE OF:
• the form, content and use of the various types of material and service contracts, and related documents, City policies and procedures as they relate to the processing contracts
• contractual procurement procedures and the methods commonly used by city agencies in the processing of contracts
• legal office practices, procedures and terminology as they relate to the processing of contracts and bonds
• uses and applications of personal computers and current software packages used for the processing of contracts and related documents
SKILL IN:
• making varied arithmetic calculations with speed and accuracy
• proofreading and verifying
ABILITY TO:
• plan, assign and review the work of clerical employees engaged in typing contracts, agreements and supporting legal documents
• establish and maintain effective working relationships with associates and contracting parties
• use proprietary software systems, such as ADPICS and ACIS
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 8/04.)
EDUCATION:
Completion of the twelfth school grade.
GENERAL EXPERIENCE:
Three years of clerical experience.
AND
SPECIFIC EXPERIENCE:
Two years of Clerk 3 level experience in the preparation and processing of contractual documents in a City agency.
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources, which has included the Specific Experience.
NOTE: An Associate’s Degree in Business Administration may be substituted for the General Experience requirement.
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Class Established - 5/56
Spec. Revision: CSC - 02/97, Ad. Board - 03/97
Latest Spec. Revision: CSC - 05/04, Ad. Board - 08/04
Spec. Revision:
Ad. Board – 4/16
Latest Spec. Revision:
CSC – 10/16
Ad. Board – 11/16
JL