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1b29.htm
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<html>
<head>
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<title>1B29 - CONTRACT CLERK</title>
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<div class=WordSection1>
<p class=MsoNormal align=right style='text-align:right'><span style='font-size:
12.0pt;font-family:"Arial",sans-serif'>1B29</span></p>
<p class=MsoNormal align=right style='text-align:right'><span style='font-size:
12.0pt;font-family:"Arial",sans-serif'>PAY RANGE: 17</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal align=center style='text-align:center;page-break-after:avoid'><u><span
style='font-size:12.0pt;font-family:"Arial",sans-serif'>CONTRACT CLERK</span></u></p>
<p class=MsoNormal align=center style='text-align:center;page-break-after:avoid'><u><span
style='font-size:12.0pt;font-family:"Arial",sans-serif'><span style='text-decoration:
none'> </span></span></u></p>
<p class=MsoNormal style='page-break-after:avoid'><u><span style='font-size:
12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>GENERAL DEFINITION</span></u></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> This is
administrative work, overseeing and participating in the drafting and
processing of contracts for a City department. Employees use automated systems
to initiate, track and process contracts and coordinate with the Law Department
to assure contract conformance. Employees may monitor grants and contracts for
programmatic compliance and adherence to fiscal requirements and may be
responsible for supervising a staff of clerical employees. Contact with vendors
and departmental representatives to resolve contract problems and preparation
of contract status reports are significant aspects of the work. Work is
performed under the supervision of an administrative superior.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='margin-left:148.5pt;text-align:justify;text-indent:
-148.5pt'><span style='font-size:12.0pt;font-family:"Arial",sans-serif;
letter-spacing:-.15pt'> <u>ALLOCATING FACTORS</u>: (The following conditions
must be met for a position to be allocated to this class.)</span></p>
<p class=MsoNormal style='margin-left:148.5pt;text-align:justify;text-indent:
-148.5pt'><u><span style='font-size:12.0pt;font-family:"Arial",sans-serif;
letter-spacing:-.15pt'><span style='text-decoration:none'> </span></span></u></p>
<p class=MsoNormal style='margin-left:.5in;text-align:justify;text-indent:-.5in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>1.<span
style='font:7.0pt "Times New Roman"'>
</span></span><span style='font-size:12.0pt;font-family:"Arial",sans-serif;
letter-spacing:-.15pt'>Positions in the class must oversee and participate in
the drafting and processing of contracts.</span></p>
<p class=MsoNormal style='margin-left:.5in;text-align:justify;text-indent:-.5in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>2.<span
style='font:7.0pt "Times New Roman"'>
</span></span><span style='font-size:12.0pt;font-family:"Arial",sans-serif;
letter-spacing:-.15pt'>With the exception of the City Controller’s Office, only
one position will be allocated to a departmental function.</span></p>
<p class=MsoNormal style='margin-left:.5in;text-align:justify;text-indent:-.5in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>3.<span
style='font:7.0pt "Times New Roman"'>
</span></span><span style='font-size:12.0pt;font-family:"Arial",sans-serif;
letter-spacing:-.15pt'>Due to the citywide scope of departmental functions, no
more than two positions will be allocated to the City Controller’s Office. </span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'>TYPICAL EXAMPLES OF WORK</span></u><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>
(ILLUSTRATIVE ONLY)</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'>ALL ASSIGNMENTS</span></u></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'><span style='text-decoration:
none'> </span></span></u></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> Drafts
contracts, bonds and other miscellaneous agreements by selecting the
appropriate formats from the files and inserting the required legal
terminology; refers to city ordinances and other reference sources to see that
all pertinent information is included on forms.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> May supervise
clerical staff and review completed work for accuracy, inclusion of all
necessary clauses and correct assembly; forwards documents to concerned parties
for their review and approval; confers with concerned departments and redrafts
certain portions of documents to their satisfaction, where permissible;
notifies appropriate authorities to release and return certified checks for
performance bonds deposited by contracting parties after satisfaction of
contracts.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> Establishes
cooperative working relationships with departmental managers and staff,
vendors, other departments and contacts in the interest of resolving problems
and disputes; answers inquiries concerning the processing of contracts, bonds
and other agreements; locates the cause of delays in processing documents;
explains additional requirements that must be met by contract parties before
contracts can take effect; explains contract policies and procedures; ensures
that minority and female participation goals are met.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> Trains new
employees in office procedures; explains workflow, location of files and
reference materials; reviews agreements drafted by new employees for
conformance to departmental procedures.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> Computes and
collects fees for the preparation of legal documents; maintains account of fees
due and paid, and deposits same; keeps records of accounts for persons who
deposit certified checks in lieu of bonds.</span></p>
<p class=MsoNormal style='text-align:justify;page-break-after:avoid'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'> Receives,
reads and answers general correspondence directed to the unit; maintains file
of court decisions on matters pertaining to the unit for use by professional
legal staff.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> Processes
contract approvals electronically and updates contract information using the
ADPICS computer system.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> Performs
related work as required.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'>CITY CONTROLLER’S OFFICE
ASSIGNMENT</span></u></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'><span style='text-decoration:
none'> </span></span></u></p>
<p class=MsoNormal style='text-align:justify;text-indent:.5in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;color:black'>Audits/examines
on a citywide basis departmental public works contracts, services, supplies and
equipment, professional services contracts for proper substance, format and
authorizations; including bonds, purchase orders and other miscellaneous bid
and contract related documents and agreements. </span></p>
<p class=MsoNormal style='text-align:justify;text-indent:.5in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;color:black'>Attends
contract bid openings to observe, verify, and record vendor responses.</span></p>
<p class=MsoNormal style='text-align:justify;text-indent:.5in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;color:black'>Maintains
and updates contract files; including attaching quotes, add-ons and amendments
to contracts, lease and encumbrance documents, and receipt and filing of bid
tabulations sheets.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'>REQUIRED KNOWLEDGE,
SKILLS AND ABILITIES</span></u></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'>KNOWLEDGE OF</span></u><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>:</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='margin-left:.5in;text-align:justify;text-indent:-.25in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>• the
form, content and use of the various types of material and service contracts,
and related documents, City policies and procedures as they relate to the
processing contracts</span></p>
<p class=MsoNormal style='margin-left:.5in;text-align:justify;text-indent:-.25in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>• contractual
procurement procedures and the methods commonly used by city agencies in the
processing of contracts</span></p>
<p class=MsoNormal style='margin-left:.5in;text-align:justify;text-indent:-.25in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>• legal
office practices, procedures and terminology as they relate to the processing
of contracts and bonds</span></p>
<p class=MsoNormal style='margin-left:.5in;text-align:justify;text-indent:-.25in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>• uses
and applications of personal computers and current software packages used for
the processing of contracts and related documents</span></p>
<p class=MsoNormal style='margin-left:.5in;text-align:justify;text-indent:-.25in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='margin-left:.5in;text-align:justify;text-indent:-.5in'><u><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>SKILL
IN</span></u><span style='font-size:12.0pt;font-family:"Arial",sans-serif;
letter-spacing:-.15pt'>:</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='margin-left:.25in;text-align:justify'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>• making
varied arithmetic calculations with speed and accuracy</span></p>
<p class=MsoNormal style='margin-left:.25in;text-align:justify'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>• proofreading
and verifying</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'>ABILITY TO</span></u><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>:</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='margin-left:.5in;text-align:justify;text-indent:-.25in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>• plan,
assign and review the work of clerical employees engaged in typing contracts,
agreements and supporting legal documents</span></p>
<p class=MsoNormal style='margin-left:.5in;text-align:justify;text-indent:-.25in'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>• establish
and maintain effective working relationships with associates and contracting
parties</span></p>
<p class=MsoNormal style='margin-left:.25in;text-align:justify'><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>• use
proprietary software systems, such as ADPICS and ACIS</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'>MINIMUM ACCEPTABLE
TRAINING AND EXPERIENCE</span></u><span style='font-size:12.0pt;font-family:
"Arial",sans-serif;letter-spacing:-.15pt'> (The following statement represents
the minimum training and experience standards which will be used to admit or
reject applicants for tests. Applications submitted by candidates for this
class will be reviewed based on training and experience requirements as
approved on 10/24.)</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'>EDUCATION</span></u><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>:</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> Completion of
the twelfth school grade.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'>AND</span></u></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'><span style='text-decoration:
none'> </span></span></u></p>
<p class=MsoNormal style='text-align:justify'><u><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'>EXPERIENCE</span></u><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>:</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> Two years of
Clerk 3 advanced level administrative experience in the preparation and
processing of contractual documents.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<h3 style='page-break-after:auto'><span style='font-family:"Arial",sans-serif'>OR
</span></h3>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> Any
equivalent combination of education and experience determined to be acceptable
by the Office of Human Resources</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<h3><span style='font-family:"Arial",sans-serif'>PHYSICAL AND MEDICAL
REQUIREMENTS</span></h3>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> Ability to
physically perform the duties and to work in the environmental conditions
required of a position in this class.</span></p>
<p class=MsoNormal style='text-align:justify'><span style='font-size:12.0pt;
font-family:"Arial",sans-serif;letter-spacing:-.15pt'> </span></p>
<p class=MsoNormal align=right style='text-align:right'><b><span
style='font-size:12.0pt;font-family:"Arial",sans-serif;letter-spacing:-.15pt'>Class
Established</span></b><span style='font-size:12.0pt;font-family:"Arial",sans-serif;
letter-spacing:-.15pt'> - 5/56</span></p>
<p class=MsoNormal align=right style='text-align:right'><b><span
style='font-size:12.0pt;font-family:"Arial",sans-serif'>Spec. Revision: </span></b><span
style='font-size:12.0pt;font-family:"Arial",sans-serif'>CSC - 02/97<b>, </b>Ad.
Board - 03/97</span></p>
<p class=MsoNormal align=right style='text-align:right'><b><span
style='font-size:12.0pt;font-family:"Arial",sans-serif'>Latest Spec. Revision: </span></b><span
style='font-size:12.0pt;font-family:"Arial",sans-serif'>CSC - 05/04<b>, </b>Ad.
Board - 08/04</span></p>
<p class=MsoNormal align=right style='text-align:right'><b><span
style='font-size:12.0pt;font-family:"Arial",sans-serif'>Spec. Revision:</span></b></p>
<h2><span style='font-family:"Arial",sans-serif;letter-spacing:0pt'>CSC - 3/16</span></h2>
<p class=MsoNormal align=right style='text-align:right'><span style='font-size:
12.0pt;font-family:"Arial",sans-serif'>Ad. Board – 4/16</span></p>
<p class=MsoNormal align=right style='text-align:right'><b><span
style='font-size:12.0pt;font-family:"Arial",sans-serif'>Spec. Revision:</span></b></p>
<p class=MsoNormal align=right style='text-align:right'><span style='font-size:
12.0pt;font-family:"Arial",sans-serif'>CSC – 10/16</span></p>
<p class=MsoNormal align=right style='text-align:right'><span style='font-size:
12.0pt;font-family:"Arial",sans-serif'>Ad. Board – 11/16</span></p>
<p class=MsoNormal align=right style='text-align:right'><b><span
style='font-size:12.0pt;font-family:"Arial",sans-serif'>Spec. Revision:</span></b></p>
<p class=MsoNormal align=right style='text-align:right'><span style='font-size:
12.0pt;font-family:"Arial",sans-serif'>CSC - 9/24</span></p>
<p class=MsoNormal align=right style='text-align:right'><span style='font-size:
12.0pt;font-family:"Arial",sans-serif'>Ad. Board – 10/24</span></p>
<p class=MsoNormal align=right style='text-align:right'><span style='font-size:
12.0pt;font-family:"Arial",sans-serif'> </span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial",sans-serif'>JL</span></p>
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