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Contract Administrator-Temp

Company: Ultimate Staffing
Location: Costa Mesa
Posted on: November 22, 2022

Job Description:

Fabulous Public organization is looking for a temporary Contracts Administrator for 2-4 months. This role will perform a variety of para-professional duties involved in procuring supplies, services, equipment, and materials at the lowest cost consistent with consideration of quality, reliability of source, and urgency of need following established policies, procedures, and practices. Positions allocated to this class require a general knowledge of water utility operations and related needs for supplies, services, equipment, and materials. This role is IN OFFICE IN COSTA MESA. Must be fully vaccinated.
The incumbent requires a working knowledge of purchasing policies/procedures, and vendor relations. Incumbents are expected to perform a full range of duties with only occasional instruction or assistance.
Performs a variety of duties involved in the procurement of materials, supplies, services, and equipment for departments and operations; ensures all goods and services are purchased at the right quality, quantity, price, and time from the right source; gathers information and analyzes cost, price, vendors, services, and supplies to ensure that informed decisions are made in the procurement of materials, equipment, and services; ensures all purchasing activities comply with policies, procedures, rules, and regulations.
Processes requisitions and reviews for proper content and approvals; advises requisitioners on identifying and specifying their material and service needs; contacts suppliers for quotations, information, and clarification and obtains best price. Contracts, RFP's etc.
Prepares and processes purchase orders; inputs information from requisitions into computer; verifies information; obtains signatures as required; sends purchase orders with terms and conditions to vendors; distributes, files, and posts.
Monitors receipt of ordered items and processes according to District procedures; directs deliveries to correct requisitioners; coordinates with accounts payable staff including to resolve problems; follows-up on backorders or problem orders with vendors and requisitioners; forwards completed copy of purchase order and packing slip to accounts payable to process payment.
Sets up new vendor and new vendor contact; contacts vendor to provide and obtain information including remittance address and contact information; reviews vendor's purchasing terms and conditions, negotiates acceptance between the District and vendor, and obtains signatures as necessary.
Receives calls and may meet with new prospective vendors; gathers information and assesses if company could provide commodities of interest to the District; forwards information to pertinent departments.
Administers open purchase orders; researches information from previous year's open purchase orders; prepares instructions and worksheets and makes recommendations concerning vendors; processes information into a purchase order; mails to vendors; prepares cards and limits per transaction form for each employee; maintains appropriate files and records and monitors purchasing activity; advises employees who violate system procedures on proper procedures and policies.
Creates/develops, prepares, and issues bid packages to vendors including invitation to bid/requests for quotations/requests for bids, instructions to bidders, scope of work, special provisions, and map when appropriate; sets up and facilitates job walk meetings with vendors; makes decisions on assigned services and other needs.
Knowledge of:--- Operations, services, and activities of a governmental purchasing program.--- Principles, practices, and procedures of government purchasing.--- Materials, supplies, equipment, and services commonly used in a water district and the sources for such products.--- Principles, practices, and procedures of inventory and quality control.--- Warehousing and storekeeping methods and practices.
Education/Training:Equivalent to the completion of the twelfth grade supplemented by college level course work or specialized training in public administration, business administration, or a related field. An Associate's degree is highly desirable.Experience:Three years of increasingly responsible purchasing experience, preferably for a public utility.

Keywords: Ultimate Staffing, Costa Mesa , Contract Administrator-Temp, Other , Costa Mesa, California

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