Procurement and Contracts Clerk II - Procurement and Distribution Branch

Description

Salary Range:
Procurement and Contracts Clerk II, SR-12: $3,449.00 per month

Examples of Duties

1. Assembles and formats legal advertisements for goods, services, concessions, construction and consultant services to be purchased, in compliance with Hawaii Revised Statues, Hawaii Administrative Rules, and departmental policies
   
2. Issues advertised and solicitation documents to prospective bidders and agencies.
   
3. Responds to prospective bidders' inquiries regarding bid document contents or directs them to appropriate specialist, supervisor or agency.
   
4. Routes contract documents to proper agencies (e.g. Office of the Attorney General) and the Procurement & Contracts Director for approval. Drafts appropriate transmittal letters.
   
5. Maintains tracking system of contract completion dates and prepares reminder letters for contractors to minimize delay in completing performance of contracts.
   
6. Maintains complete procurement and contract files.
   
7. Determines if documents and forms are missing or if files are incomplete.
   
8. Obtains documentation or notifies appropriate specialist, supervisor or agency of missing or incomplete documents.
   
9. Determines if documents or records are confidential and files such documents or records appropriately.
   
10. Audits executed contracts returned by contractors for completeness and compliance with various procedural requirements, such as getting contracts and bonds signed with notary acknowledgement of all signatures.
    
11. Ensures that insurance requirements and other pertinent requirements are specified in the contract.
    
12. Responds to telephone or written inquiries on status of contracts, bid results and procedural questions.
    
13. Assists in the preparation of periodic or special reports.
    
14. Assembles and formats contracts, plans and specifications; assembles, formats, processes and reviews offers, submittals, related documents, and clerical materials for acceptance against technical and administrative requirements.
    
15. Determines if submittals are to be rejected as required by HRS or HAR and prepares rejection letter.
    
16. Verifies accuracy of price extensions/totals of bids submitted.
    
17. Prepares bid tabulations, and refers to affected agencies for bid award recommendations, after appropriate approval is obtained.
    
18. Prepares contract award letter.

Minimum Qualifications

Basic Education Requirements: High School Diploma or equivalent.

Experience Requirements: Except for the substitutions provided for in this specification, applicants must have had progressively responsible experience of the kind and quality described in the statements below and in the amounts shown in the following table:

Class TitleGen
Exper
(years)Spec
Exper
(years)Supvry
Aptitude
(years)Total
Exper
(years) Procurement and Contracts Clerk II21*3

*Applicants for the Procurement and Contracts Clerk II must demonstrate possession of Supervisory Aptitude. Supervisory aptitude is the demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects; by serving as a group or team leader or in similar work in which opportunities for demonstrating supervisory capabilities exist; by completing of training courses in supervision accompanied by application of appraisals by a supervisor indicating the possession of supervisory potential.

General Experience: Progressively responsible work experience which involved performance of a variety of clerical tasks which demonstrated knowledge of business English and grammar, spelling, arithmetic, computers and word processing software, and office practices and procedures; and the ability to read and understand oral and written instructions, carry out procedures in clerical work systems, speak and write simply and directly, compare facts and figures quickly and accurately, operate standard office machines and equipment.

Specialized Experience: Progressively responsible work experience which involved the processing of purchasing and/or contract documents and other related work products.



Substitutions Allowed:

1. Excess Specialized Experience of the type and quality described above may be substituted for General Experience on a year-for-year basis.
2. Successful completion of a full-time equivalent clerical curriculum of a duration of a year or longer, leading to a degree or diploma at an accredited community college, or at a business or technical school which included courses in English, arithmetic, general clerical procedures and office machines may be substituted for one (1) year of General Experience.
3. Successful completion of coursework at an accredited college or university may be substituted for Specialized Experience on the basis of 15 semester hours of which 6-semester hours were in business English composition and college mathematics, may be substituted for 6 months of Specialized Experience.

Quality of Experience:

Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered.

Supplemental Information

Salary: The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.

Requirements: Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.

Temporary Assignment: Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:

1. A copy of the applicant's TA History Report or equivalent system-generated report;
   
2. A signed letter from the applicant's supervisor that includes the applicant's name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,
   
3. Copies of the applicant's signed SF-10 Forms.

Documents: Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.

Information about Temporary Positions: Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.

12-month civil service and SSP employees enjoy a range of competitive benefits:

• Holidays: You may be eligible for 13 paid holidays each year; 14 holidays during an election year.
• Vacation: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year.
• Sick Leave: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year. Accumulated (unused) credits may be used toward computing retirement benefits.
• Health Insurance: If eligible, the State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Adult Dental Plan.
• Group Life Insurance: The State provides a free life insurance policy for employees and retirees.
• Premium Conversion Plan: Participating employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld.
• Flexible Spending Accounts: Eligible employees can reduce their federal and state income taxes and social security taxes through a tax-savings benefit program called Island Flex. This program allows employees to set aside money from their paychecks to pay for out-of-pocket health care expenses and eligible dependent care expenses on a BEFORE-TAX basis.
• Retirement Plan: The State contributes to a retirement plan for eligible employees. Generally, employees with at least 10 years of credited service and who have reached 62 years of age or have 30 years of credited service and are 55 years old may retire and receive benefits.
• Tax Shelter Annuity (TSA): If eligible, Department employees are able to participate in a tax shelter annuity program. The TSA plan allows eligible employees to contribute pre-tax dollars to an employee-selected investment service provider authorized to provide TSA products.
• Deferred Compensation: The State offers employees a tax deferred (sheltered) retirement investment program. This program is an opportunity to build a retirement nest egg through voluntary payroll deductions. Several investment options are available.
• Temporary Disability Insurance: Qualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness under this program.
• Social Security: As an employer, the State also contributes to an employee's social security account.
• Workers' Compensation: If an employee is injured while on the job, benefits covering medical expenses and partial wage support may be available through workers' compensation.
• Union & Collective Bargaining: Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities. Employees may also decide not to join a union, however, employees are required to pay union service fees unless the employee's job is excluded from collective bargaining.

The above is intended as a general summary of the benefits offered and is subject to change. This does not constitute a contract or binding agreement. Benefits vary by type of employment appointment and collective bargaining agreements.