SENIOR PURCHASING CONTRACT CLERK

                                                                                                                                                                                          # 05395

                                                                                                                                                                                    Competitive

DISTINGUISHING FEATURES OF THE CLASS

This position involves responsibility for performing a variety of senior-level specialized clerical and administrative work in the Division of Purchase. This work involves the responsibility for the preparation, processing, administration, and maintenance of purchasing transactions, contracts, purchase orders and related procurement records. The work includes coordinating procurement activities with County departments, vendors, contractors and other agencies. The Senior Purchasing Contract Clerk differs from that of a Purchasing Contract Clerk in the level of complexity with purchasing and contract matters; independent judgement is required to handle more complex purchasing and contract assignments; supervision is exercised over a Purchasing Contract Clerk and the work of lower-level clerical staff is reviewed and guidance provided.  Does related work as required.

TYPICAL WORK ACTIVITIES

A. Bid and solicitation administration

• Prepare and process formal bids and solicitations, including coordinating advertising, distributing bid documents and addenda, and preparing related materials.
• Review bid documents and proposed specifications for completeness, consistency and compliance with applicable purchasing requirements; prepare data sheets and bid sheets accordingly.
• Review proposed specifications to determine applicable bidder requirements, including insurance coverage and compliance with established wage rates.
• Receive and document bids and proposals, assist with bid openings, and review submissions for administrative compliance and irregularities requiring Purchasing Director or purchasing staff review.
• Prepare bid tabulations and award documentation, and review award letters, bid sheets, performance bonds, certificates of insurance and related documents for conformity with specifications.
• Assist in developing appropriate bidder lists for individual solicitations.
• Coordinate special purchasing projects and complex solicitations.

B. Contract administration and monitoring

• Prepare, process and maintain purchase agreements, contracts, extensions, renewals, amendments and related documentation in accordance with established procedures.
• Monitor contract terms, expiration dates, renewal periods, rebids, insurance requirements, performance bonds and other required documentation; maintain an accurate system for tracking active and expired contracts.
• Coordinate contract execution among departments, vendors and other parties, ensuring required documentation is received before contracts are finalized or work begins.
• Initiate and prepare correspondence and notices to departments regarding contract terms, extensions, expiration dates, renewals and rebids.

C. Vendor management and documentation

• Communicate with vendors regarding pricing, bids, contracts, purchase orders, delivery, required documentation and procurement compliance.
• Maintain vendor records and obtain, review and track required certificates of insurance, W-9 forms, bonds, licenses, certifications and other vendor documentation.

D. Records management and compliance

• Maintain complete and accurate procurement, bid, contract and vendor files and official records.
• Ensure purchasing transactions comply with applicable laws, policies, procedures and contract requirements.
• Prepare records and documentation for audits, reviews and public-record requests, and maintain the confidentiality and security of procurement information where required.

E. Departmental support and process improvement

• Serve as a resource to departments regarding procurement processes and contract administration requirements.
• Identify potential procurement problems and bring them to the attention of the Purchasing Director or other appropriate official.
• Assist in developing and improving purchasing procedures, forms, tracking systems and workflows.
• Train new purchasing staff on established procedures.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Thorough knowledge of the principles and practices of purchasing and contract administration.

Thorough knowledge of records management.

Ability to prepare, process, compile and administer bids, contracts and related documentation.

Ability to understand and interpret written material.

Ability to communicate both orally and in writing.

Ability to establish and maintain effective working relationships.

MINIMUM QUALIFICATIONS

Promotion:

Two (2) years of permanent competitive class status in the title of Purchasing Contract Clerk.

Open Competitive:

Graduation from high school or possession of a high school equivalency diploma and three (3) years of work experience, or its part time equivalent, in purchasing, procurement, contract administration, governmental purchasing, or a closely related field.

10/2026 - Created