Contract Support Coordinator

Non-exempt; full-time; Monday - Friday; 40 hours per week; 7:30 a.m. - 4:00 p.m.; full-benefits

This position provides fiscal oversight, as well as clerical and technical support to the Department of Facility Maintenance and the Department of Fiscal Services within the Division of Public Works. Position holder is required to be on-call to perform administrative tasks during critical events.

NOTE: The upper pay range reflects possible wage rates for internal County transfers and promotions, which are calculated per County policy. For external hires, offers are made at the base wage rate.

Frederick County Government values the principles of diversity and inclusion, and strives to ensure equal opportunities for its workforce, applicants and community members. If you are a person who wants to make a difference, give back to your community, and be a voice for change, apply to Frederick County Government today.

TOTAL COMPENSATION PACKAGE:
Frederick County offers an extensive compensation package to reflect how highly we value our employees. The following is what you can expect in your first year as a full-time benefited Frederick County Government employee.

• 11 days of Vacation leave with increase after 2 years of employment
• 15 days of Sick leave with unlimited annual carryover
• 11 paid holidays, plus 2 additional floating holidays (10 and 11 month employees may not receive all holidays)
• Day 1 coverage of comprehensive Medical Insurance Plan options to include generous County Health Savings Account (HSA) contribution (if enrolled in the high-deductible plan). This is part of a full range of benefits including Dental, Vision, and Flexible Spending
• Employee Health Center with no or low-cost primary and urgent care
• 100% County paid 2x annual salary Group Term Life Insurance and Accidental Death & Dismemberment (AD&D) benefit
• County and Employee funded Defined Benefit Pension Plan
  • Vesting after 5 years of service
  • Additional service credit for eligible previous public service, military service, etc.
• Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
• Generous Tuition Reimbursement Program
• Other employee-paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, Critical Illness, Accident, and Hospital Indemnity Insurance, Lifetime Benefit with Long Term Care plan

NOTE: Benefited employees will accrue service and leave based on the FTE and/or hours worked per calendar year.

For more information, visit ourbenefitspage on the Frederick County Governmentjob opportunities webpage.

• Monitor CIP project budgets
• Manage all Facility Maintenance multi-year and one-year contracts
• Establish projects and associated contracts in Contract Manager software
• Develop forms and documents for Contract Manager software
• Review pay estimates and change orders for accuracy prior to routing for approval
• Process approved change orders and maintain change order log
• Reconcile p-card statements for all staff within Facility Maintenance
• Compile and prepare financial data for reporting requirements
• Provide user instruction on common and proprietary software applications and upgrades
• Provide assistance and respond to questions from contractors, vendors, and staff in person and via phone and email; track requests in Cartegraph
• Update and maintain manual and electronic files and filing system
• Provide back-up support to the other Contract Support Coordinators
• Compose, prepare and type memos, reports, correspondence, and edit and distribute progress meeting minutes
• Attend monthly safety committee meetings, maintain and distribute meeting minutes and track safety records for Facility Maintenance staff
• Prepare, process, and monitor requisitions, purchase orders and payments for CIP projects using automated procurement system, input data into spreadsheets
• Maintain excel spreadsheets, tracking individual item expenditures and additions for all projects
• Administer the sale of surplus and post assets through GovDeals online auction system, including the creation and management of asset listings’ serve as point of contact for buyers by coordinating pickup logistics and ensuring compliance with established procedures; maintain accurate documentation and record retention for all completed transactions to support accountability and audit readiness
• Assist Maintenance staff in the field and the office
• Track and coordinate job-related safety requirements for staff (CPR/first aid, arc flash, aerial lift, DOT/CDL, physicals, etc.)
• Draft and/or review correspondence, staff reports, memoranda, and other materials requested by department staff prior to release as needed, use DocuSign as needed
• Order and distribute safety related materials, uniforms, and office supplies
• Perform other related duties as assigned

To perform this job successfully, an employee must be able to perform all essential functions satisfactorily. Any employee's position may not be assigned all functions or equipment listed above, and the examples may not cover all functions or equipment that may be assigned. Reasonable accommodations may be provided to enable individuals with disabilities to perform their essential functions.The qualifications/requirements, knowledge/skills/abilities, and physical demands or working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associates degree in public administration, business administration, or a related field
• Minimum of 2 years of work experience in contract management, public works operations, or a related field

A combination of education and experience that provides the required knowledge, skills, and abilities to successfully perform the essential functions and job responsibilities of this position may be considered as a substitution for the above-listed required education and experience. Additional required or preferred qualifications may apply based on operational needs, as approved by Human Resources.

ADDITIONAL REQUIREMENTS:
Non-Essential Language: Employees in this classification are designated asNon-Essential. An Essential Employee means the employee is considered necessary for the operation of County services. Essential Employees are required to report to work in the event of a weather incident, general emergency, or disasters when County offices are closed. They may be required to work overtime with little or no advance notice and may be required to report to work in emergency situations and/or after hours.

The position may be considered essential personnel during emergencies and may be required to work to support County operations.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to effectively take minutes for meetings and produce accurate transcription from notes
• Ability to effectively draft and edit correspondence, memoranda, and reportswith minimal direction fromstaff
• Strong research skills, including the ability to locate information, assess itsaccuracy and credibility, and communicate itclearly
• Working knowledge of current accounting principles and reporting requirements
• Ability to effectively organize work, determine priorities (and reassess as needed), perform multiple tasks concurrently, and complete assigned duties with minimal supervision and instruction
• Ability to work with sensitive information and maintain appropriate confidentiality
• Strong and effective spoken and written (English) communication skills, including grammar, punctuation, spelling, and compositionskills
• Strong clerical and record-keeping skills, including the ability to accurately perform basic math and financial functions; ability to accurately compile and prepare statistical data and reports; and ability to effectively maintain computerized and manual records and files
• Ability to develop and maintain effective working relationships with co-workers and the general public and display a pleasant, professional demeanor under challenging and varied circumstances

PREFERENCE MAY BE GIVEN FOR:

• Construction-related fiscal support work experience
• Work experience working directly with contractors and vendors through a pre-bid / bid award process
• Work experience using automated accounting systems

PHYSICAL REQUIREMENTS / WORKING CONDITIONS:

• While working in this position, the employee is required to frequently sit, walk, lift up to 20 pounds, push up to 40 pounds, reach and perform repetitive motions; and occasionally climb and stoop/kneel/ crouch
• While working in this position, the employee is required to constantly work indoors; occasionally work outdoors, and walk on uneven ground

• Ability to provide own transportation to off-site meeting locations, as needed

EXAMINATION PROCESS (may include):

1. An evaluation of training and experience
2. One or more interviews