Contracts Administration Clerk jobs in the United States

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. A qualified teammate or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act. Veterans' Preference and Priority will be given to eligible veterans and their spouses in accordance with Chapter 295.065 and Chapter 295.07 of the Florida Statutes and Florida Administrative Code Chapter 55-A7 with respect to Veterans' Preference in appointment, retention, and promotion. Effective July 1, 2021, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. Since every duty associated with this position may not be described herein, teammates may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written in this job description.

General Description

Position assists with planning, organizing, and directing the operation of the Court Services Department including budgeting, strategic planning, and daily operations. Directly responsible for supervising various teams through the subordinate supervisors. This position reports to the Director.

Examples of Duties (Essential Functions)

Coordinate the direction and supervision of employees through subordinate supervisors in all functions and activities of the Court Services Department. Evaluate, review, and make recommendations to the department director on applicant selection, promotion, transfer, disciplinary actions, and assist in the development and maintenance of an effective department through proper selection, training, and assignment of personnel.

Assist supervisors in training, development, and performance of personnel to ensure optimum effectiveness. Manage and assist subordinate supervisors in work performance, resolution of day-to-day problems, and personnel counseling.

Prepare and analyze reports to review performance data to monitor and measure productivity, goal progress, and workload assignment levels. Monitor and allocate resources to ensure work is completed in compliance of performance measure standards. Set performance goals to meet goals and objectives that are aligned with the Clerk & Comptroller's Vision, Mission, and Values.

Assist with the establishment of quality controls to ensure compliance with all Florida Statutes, Florida Rules of Court, Administrative Orders, and Clerk & Comptroller policy and guidelines applicable to the department. Review and recommend updates to procedures. Assist with the establishment of objectives and timetables in accordance with the statutes, rules, and regulations governing the activities of the department.

Assist in the planning and direction of regular supervisory meetings. Direct meetings to review progress of work, identify and resolve problems, ensure that policy and procedures are being followed, and work with the department leadership team to maintain consistent procedures for the east and west sides of the county.

Assist in the annual budget by compiling statistical data and gathering information for functional operational requirements. Maintain data to justify budgetary enhancements and perform needs assessments on existing or new equipment or supplies.

Attend seminars and training sessions to keep current with technological advances and to obtain knowledge and insight into current trends, legal duties, and requirements of the Clerk & Comptroller's office.

Confer with users, IT personnel, supervisors, and Department Director in the development of new systems, analyzing and reviewing old systems, and the implementation of programs to improve effectiveness.

Answer inquiries in person and in written reports or correspondence. Conduct research of records for information related to the department and undertake complex projects as assigned related to the overall performance and operation of the department.

Responsible for the achievement of department/division/unit productivity and quality goals as established by the Director, Executive Team, or Clerk & Comptroller.

Perform other duties as required.

Typical Qualifications and Minimum Qualifications

Verifiable, related work experience may be substituted in lieu of postsecondary educational requirements if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of postsecondary educational requirements is authorized as follows:

• Graduation from high school or possession of an accredited equivalency diploma AND ten (10) years of experience in a Clerk's office, of which six (6) must include supervising/leading a team AND the ability to pass skills tests such as typing, spelling, grammar, and math within one (1) year, OR;
• Associate Degree AND five (5) years of experience directly related to job functions AND five (5) years supervising/leading a team AND the ability to pass skills tests such as typing, spelling, grammar, and math within one (1) year, OR;
• Bachelor Degree AND four (4) years of experience directly related to job functions AND four (4) years supervising/leading a team AND the ability to pass skills tests such as typing, spelling, grammar, and math within one (1) year, OR;
• Masters Degree AND three (3) years of experience directly related to job functions AND three (3) years supervising/leading a team AND the ability to pass skills tests such as typing, spelling, grammar, and math within one (1) year.

Valid identification to legally work in the United States is required.

Supplemental Information and Knowledge, Skills and Abilities

Live and advocate our commitment to the Organization's vision, mission, and values.

Knowledge of the statutes, rules, regulations, and procedures governing the legal and clerical processes of the department. Knowledge of modern management principles and practices. Ability to maintain complex records and to prepare technical, legal or statistical reports. Ability to develop procedures and to adapt them to changes in laws or legal procedures. Skill in verbal and written communication.

Demonstrated skills in the following:

• Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Active learning – Understanding the implications of new information for both current and future problem-solving and decision-making.
• Complex Problem Solving – Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Coordination – Adjusting actions in relation to others' actions.
• Critical thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Deductive Reasoning – The ability to apply general rules to specific problems to produce answers.
• Inductive Reasoning – The ability to combine pieces of information to form general rules or conclusions (Including finding a relationship among seemingly unrelated events).Instructing – Teaching others how to perform tasks or duties.
• Judgment and Decision Making – Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Learning Strategies – Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new tasks or concepts.
• Management of Personnel Resources - Motivating, developing, and directing people as they work, identifying the best people for the job.
• Monitoring – Monitoring/Assessing your performance and the performance of other individuals, or organizations to make improvements or take corrective action.
• Problem Sensitivity – The ability to tell when something is wrong or is likely to go wrong. It may not involve solving the problem, only recognizing there is a problem.
• Reading comprehension – Understanding written sentences and paragraphs in work related documents.
• Speaking – Talking to others to convey information effectively.
• Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
• Time Management – Managing one's own time and the time of others.
• Writing – Communicating effectively in writing as appropriate for the needs of the audience.

Skill in the operation of a calculator, Personal Computer, microfilm reader/printer, copier and general office equipment. Supervisory responsibilities include ability to assist in the management of subordinate supervisors and direct the work flow of the department. Ability to establish and maintain effective working relationships with subordinates, supervisors, employees, officials in other offices and the public. Judgment, mature analysis and accuracy are exercised in all phases of operation of the department.

On an administrative level, may work with the Clerk & Comptroller, Chief Deputy, and other administrative team members on projects containing data which, if incorrect, could cause substantial delays or loss of service to the public.

Ability to work with confidential and sensitive data and comply with state and federal legal restrictions and Clerk & Comptroller's Office legal advice restrictions. Position regularly works with confidential data.

Ability to sit for long periods of time while concentrating on repetitious or complex tasks. Position and duty location may vary between east and west side of the county based on workload. Position may require some travel. Current employees may receive preference.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief to equalize peak work periods or otherwise to balance the workload.

EEOC Statement

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.