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PURCHASING CONTRACT CLERK
DISTINGUISHING FEATURES OF THE CLASS
Work involves responsibility for performing a variety of technical clerical tasks to assist professional purchasing staff in the compilation, typing, review and monitoring of contracts inclusive of specifications and bidding procedures. An employee in this class acts as liaison between purchasing personnel, other department personnel and the public regarding general information relative to contracts, contract procedures and the bid process. The work is supervised by professional purchasing employees who review work upon completion of assignments. Supervision is not exercised by an employee in this class. Does related work as required.
TYPICAL WORK ACTIVITIES
Reviews bid specifications to revise, consolidate, update and standardize contract clauses.
Reviews tentative specifications of bid requests submitted by departments and drafts formal specifications.
Reviews proposed bid specifications and determine which clauses should be included in specifications.
Reviews specifications and composes data sheets and bid sheets accordingly.
Reviews proposed bid specifications and determines the requirements regarding the need for bidder to provide insurance and to comply with existing wage rates.
Develops the appropriate bidder's list for each contract being bid.
Reviews and determines what award letter, performance bond, E. E. O. form, bid sheet, certificates of insurance and policies conform with specifications.
Initiates and drafts correspondence with departments regarding extension and expiration of contracts and initiates re-bids.
Compiles pertinent information and types notices to concerned departments advising them of contract terms.
Organizes and types specifications into standard format for contracts.
Maintains files and related records for contracts and agreements.
May act as receptionist to answer department telephones or handle front desk tasks as required.
May do miscellaneous typing as required
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Working knowledge of contract documents, specification content and bid requirements
Ability to compile narrative and/or numeric data into an appropriate format.
Ability to understand and interpret written material.
Ability to maintain and organize files and related records.
Ability to communicate both orally and in writing.
Ability to effectively work with a variety of automated office machines such as calculators and PC’s with word processing software.
Ability to type at an accurate rate of speed.
Two (2) years of permanent competitive class status in the title of Purchasing Clerk.
Three (3) years of work experience, or its part time equivalent, that involved typing and the clerical processing of purchase orders, invoices and requisitions for the procurement of a variety of commodities; or in clerical office operations that involved as a primary job responsibility, i.e. contract or document preparation, forms verification, legal forms, insurance forms or similar forms.