A GREAT OPPORTUNITY!
The Port has an exciting opportunity for a candidate that enjoys working collaboratively and individually to handle a wide variety of tasks. If you are looking for a fun, fast-paced team, possess attention to detail, are a continuous learner, and possess an ability to communicate effectively with multiple stakeholders – all with a positive attitude, you might just see yourself in this role! You will have opportunities to learn new computer programs, improve your technical skills, and play a part in the Port’s mission to create economic opportunities for our region and protect the waterfront for the community. Come be a trusted partner who creates value through strategic thinking, efficient processes, and outstanding customer care!
The Contract and Claims Specialist is an exempt position providing support and backup for procurement and contracting services, capital asset management, and risk management. This position also works in concert with the Chief Financial Officer and Procurement and Contracts Manager in support of special projects and initiatives. In the absence of the Executive Office Manager, this position serves as the primary backup.
Finance Support Services:
- Assist Finance staff with various work overflow tasks as needed.
- Participate with financial staff in developing policy and procedures, and training opportunities regarding those processes, to affected staff.
- Support audit processes and year end activities as directed.
- Provide assistance to the Records Officer in maintaining physical and digital records management and control.
Procurement & Contracting:
- In conjunction with the Procurements and Contracts Manager, research and validate compliance with Port purchasing policies and with applicable laws.
- Act as back-up for the Procurement and Contracts Manager.
- Gather, track and report data related to contract compliance and program requirements.
- Manage and administer goods and services contracts as assigned.
- Assist with oversight, training and monitoring of purchasing card program.
- Assist in maintaining the online bidding and contract management program.
- Acquire supplies, materials, tools, equipment and purchased services.
- Draft and administer Small Works Under $40K contracts. Review all public works invoices/payment applications for compliance and approve for payment.
- Assist with preparation of competitive solicitations, evaluation of bids and award contracts.
- Maintain the Port’s Procurement and Contract files, including but not limited to original copies of contracts, the overall contracts list, credit applications, procurement authorities and associated retention schedules.
Risk and Asset Management:
- Collect and track incident reports.
- Report and track 3rd party claims against the Port
- Keep detailed records of claim repairs and replacements, and work with insurance companies to ensure accurate and timely reimbursements.
- Coordinate with insurance personnel during claims investigations and act as the first line of contact for insurance claims.
- Provide reports regarding insurance and other claims
- Assist with port insurance renewal processes.
- Assist with management of surplus port property and sale/disposal of abandoned, seized and derelict vessels.
- Manage the inventory of small and attractive assets and artwork.
- Assist with fleet management activities.
- Assist with emergency preparedness and disaster recovery programs as assigned.
- Provide support in drafting contracts, routing contracts and invoices for signature, filing and contract administration as needed.
- Assist departments in collection, review and approval of insurance certificates and public works compliance.
Public Records/Executive Office:
- Assist the Public Records Officer and outside counsel in discovery and public records requests.
- Serve as backup in the absence of the Executive Office Manager.
Other Job Duties
- Provide assistance with special projects and tasks as assigned.
- Prepare for and attend networking & outreach events.
Preferred Work Experience:
- Three (3) years’ experience in procurement, contracting and/or office management preferably in the public sector.
- Experience with public sector administrative processes.
- Exposure to bidding Public Works Projects.
Preferred Knowledge, Skills & Abilities:
- Bachelor’s Degree in Business Administration, Accounting or a related field, or equivalent experience.
- Advanced personal computer skills to include word processing, spreadsheets and databases.
- Knowledge of basic accounting principles.
- Must be able to be bonded.
Knowledge, Skills, & Abilities (KSA’s) Required of all Exempt Employees:
- Demonstrate expertise specific to their profession, and maintain appropriate licensing/certification.
- Possess advanced level personal computer skills and the ability to effectively utilize electronic communication systems.
- Demonstrate effective conflict resolution and personal negotiation skills.
- Exhibit high ethical standards in the execution of position responsibilities.
- Cultivate and contribute to a dynamic, team-oriented work environment by being responsive, timely, respectful, adaptable and knowledgeable.
- Communicate effectively in English, including the ability to read, write, analyze and interpret complex written material.
- Have the ability to obtain a Transportation Worker Identification Credential (TWIC).
- Possess a valid driver’s license, and maintain insurability under the Port’s auto insurance plan.
- Respond to evening, night and or weekend concerns/needs as required to fulfill position responsibilities.
PHYSICAL and WORKING CONDITIONS:
Incumbents must be physically able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.