Civil Service

Job ID:
ANNOUNCEMENT NO. V2 - FY 19-20 ENTRANCE & PROMOTIONAL

Issue Date:
JULY 15, 2019

Department:
FINANCE

Application Deadline:
4:00 PM, JULY 30, 2019

General Statement of Job:
Under general supervision, performs a variety of accounting and administrative functions related to the contract preparation, monitoring, and compliance. Work involves preparing, coordinating, implementing, overseeing, and monitoring a variety of contracts, professional and technical service agreements, legislation, and related documents. Reports to the Assistant Director.

Specific Duties and Responsibilities (This is descriptive, not restrictive as to all tasks included in this position):
ESSENTIAL JOB FUNCTIONS Meets with Finance Director, Assistant Director, and other staff to plan and review contractual relationships between the City, other government entities, and vendors. Utilizes templates to prepare bid packets including specifications provided by technical experts and other appropriate information; enters bid data in purchasing software and works with Buyers to initiate the bid process. Coordinates with the departments during the bid process; assists as requested with vendor lists, bid openings, pre-bid meetings, evaluations, etc. Receives selected bid from departments; verifies calculations; obtains required documentation of insurances, licenses, bonds and other pertinent documents; submits bid to Assistant Director for review and Director for approval. Receives and prepares interest documents for Federal and State sponsored infrastructure projects for presentation by the Director to the Administration for consideration. Prepares City Council legislation to approve advertisement, commitment of funds, contracts, and change orders; submits to Assistant and Director for review; prepares routing sheet for approval by Director, City Attorney’s Office, and Mayor’s Office. Constructs contracts from templates indicating the specific relevant terms of the agreement including type of payment, scope of work, etc.; obtains contracts from infrastructure project sponsoring agencies for selected bids and coordinates to obtain required licenses, insurances, bonds, etc.; submits contracts to Director and City Attorney’s Office for approval before obtaining vendor’s signature and providing to Mayor’s Office for execution of the contract. Assists Federal and State agency representatives in addressing project changes and audits. Maintains record of financial transactions related to contracts; submits for acceptance of contract by legislation upon completion. Maintains record of current contracts and expiration dates; monitors expiration dates and obtains documentation of insurances, bonds, licenses, and other documents which may expire during the term of contracts; processes renewals of contracts as necessary and provided for. Maintains digital files, databases, and archives of bid packets, legislation, executed contracts, change orders, vendor information, and other related documents. Types various forms, letters, reports, and various other general correspondences pertaining to contract administration; performs a variety of general clerical tasks such as scanning, filing, typing, data entry, answering phones, etc. Receives, prepares, and/or reviews various records and reports such as interest letters, project specifications, bid packets, bids, contracts, legislation, licenses, bond certificates, certificates of insurance, etc. Refers to contracts, policies and procedures of various City departments, manuals, codes / laws / regulations, publications and reference texts, websites, etc. Operates a variety of office equipment and machines such as computer, copy machine, scanner, fax machine, etc.; performs work in a variety of computer software such as Munis, Microsoft Word, Microsoft Excel, Microsoft Outlook, Purchasing Program, etc. Uses a variety of general office tools such as calculator, hole punch, binding machine, etc.; a variety of general office supplies such as copy paper, calculator tape, file folders, writing instruments, etc. Interacts and communicates with various groups and individuals such as Department Director, Assistant Director, Finance Department staff, Mayor’s Office staff, City Council Clerks, Federal and State government employees, vendors, and the general public. ADDITIONAL JOB FUNCTIONS Performs general administrative / clerical duties as required, including preparing reports and correspondence, copying and filing documents, entering and retrieving computer data, attending meetings, answering the telephone, etc. Performs related duties as required. May be required to report to work during emergency situations, including, but not limited to, city-wide declared emergencies.

Communication Skills:
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisor.

Physical Requirements:
Must be physically able to operate a variety of types of office equipment and machines including a typewriter, calculator, radio, copier, telephone, fax machine, etc. Must be physically able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Position involves sedentary work which requires sitting most of the time, but may involve walking, standing, fingering, feeling, reaching, and handling for brief periods of time. Must be able to lift and/or carry weights of approximately ten pounds.

Mental Involvement:
Requires the ability to apply principles of common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variable in or from standardized situations. Requires the ability to make routine independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information and to understand and implement basic computer and office machinery functions.

Minimum Training and Experience Qualifications:
Requires an accredited Bachelor’s degree supplemented by three (3) years of responsible, full-time professional procurement and contract administration experience and supported by additional work experience involving accounting, finance, and related, independent managerial/technical work experience. Must have a valid Louisiana driver’s license. Note: Those possessing less education preparation may qualify with two (2) or more additional years of the above specified experience.

Interpersonal Relationship Skills:
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with an emergency.

Test Required:
RATING OF TRAINING & EXPERIENCE . . . . . . . . .. . . . Weighted 100%

Salary Requirements:
$19.3091 PER HOUR / 35 HOURS PER WEEK

Note:
The City of Kenner is an Equal Opportunity Employer - The Kenner Civil Service Department posts current examination announcements at its office and on its online application website. Job applications may be filed only when an examination is announced. It is important that you include your entire employment history including periods of unemployment on your application, plus any relevant education and experience. Applications may be rejected if incomplete. Some job postings have an application deadline; others are open on a continuous basis until a sufficient number of applications have been received. Applicants who are interested in jobs that are not currently open for application may complete a job interest card which may be filed with the Kenner Civil Service Office at any time. DELAY IN THE MAIL: The Kenner Civil Service Department cannot accept responsibility for failure of the applicant to receive an admission slip to an examination, or for failure of the Department to receive material mailed by the applicant. VETERANS PREFERENCE in examinations will be granted only to those persons who provide proof of military service during covered periods and who are found to be eligible. The Kenner Civil Service Department does not discriminate on the basis of disability in the admission or access to, or treatment or employment in its programs or activities. Therefore, reasonable accommodations will be provided to allow access to the Department's programs and activities for individuals with disabilities unless such accommodations would result in undue hardship. Auxiliary Aids such as readers, taped text, and large print material or other aids are provided for individuals requesting such accommodations under provisions of the Americans with Disabilities Act.