Library Contract Coordinator

Modified: August 24, 2017 10:06am

COUNTY OF ERIE - DEPARTMENT OF PERSONNEL
invites applications for the position of:

Library Contract Coordinator

#62-388 - Open Competitive (open to the public)

Salary: $37,629 - $49,458 Annually
Opening Date: August 24, 2017
Closing Date: September 20, 2017
Application fee: $20.00

Residence Requirements:

RESIDENCE REQUIREMENTS:  CANDIDATES MUST HAVE BEEN LEGAL RESIDENTS OF ERIE COUNTY FOR AT LEAST ONE MONTH IMMEDIATELY PRECEDING THE DATE OF THE WRITTEN TEST AND MUST BE LEGAL RESIDENTS OF ERIE COUNTY AT THE TIME OF APPOINTMENT. There is one vacancy at the Buffalo and Erie County Public Library

Examples of Duties:

A Library Contract Coordinator coordinates and manages the contract procurement process at the Buffalo and Erie County Public Library (B&ECPL);

Responsible for contract procurement process from start to finish;

Ensures all Requests for Proposals and Bids (RFP/RFB) adhere to B&ECPL standards, including Minority/Women Business Enterprise (MWBE) standards;

Reviews all proposals to ensure that required information and/or submitted forms are complete and included in the final document; works with applicable team to obtain the necessary documentation for RFP/RFB;

Maintains tracking system detailing the progress and status throughout contract procurement and execution;

Arranges for publication of final documents in newspapers;

Identifies and resolves issues within the RFP/RFB submission process;

Consults with internal stakeholders offering advice and provides input throughout the process to achieve milestones;

Ensures quality and adherence to RFP/RFB specifications; refers to originator for any necessary corrective action;

Monitors completion of contractual obligations; tracks deadlines and expiration dates; examines renewal options or need to initiate RFP/RFB process;

Provides reports as requested;

Maintains a thorough understanding of all lease terms;

Maintains thorough records of all property-related materials including lease agreements, account records, vendor contracts, access records, etc;

Prepares contract and/or lease documents and submits to appropriate parties for signature;

Communicates contract or lease updates and changes to all concerned parties;

May train library staff on RFP/RFB process.

Qualifications:

MINIMUM QUALIFICATIONS:  Candidates must meet one of the following requirements on or before the date of the written test: 

A.) Graduation from a regionally accredited or New York State registered college or university with a Master’s Degree in business related field or public administration and one (1) year of experience in contract procurement/ management; or

B.) Graduation from a regionally accredited or New York State registered college or university with a Bachelor’s Degree in business related field and two (2) years of experience in contract procurement/management; or

C.) An equivalent combination of training and experience as set by the limits of (A) and (B).

Notes:

NOTES:  1. Verifiable part-time and/or volunteer experience will be pro-rated toward meeting the experience requirements. 2. Your degree and/or college credit must have been awarded by a regionally accredited college or university or one recognized by the New York State Education Department as following acceptable educational practices. A grade of "D" or better is necessary for a course to be credited as successfully completed. If your degree and/or college credit was awarded by an educational institution outside of the United States and its territories, you must provide independent verification of equivalency. You can write to this Department for a list of acceptable companies providing this service; you must pay the required evaluation fee.

Notice to Candidates: Transcripts will now be accepted by the Department of Personnel ONLY at time of application.
All subsequent transcripts must be submitted at time of interview.

Examination date:

October 28, 2017

Applications Must Be Postmarked or Hand Delivered By:

September 20, 2017

The New York State Department of Civil Service has not prepared a test guide for this examination. However,candidates may find information in the publication "How to take a written test" helpful in preparing for this test. This publication is available on line at: www.cs.ny.gov/testing/localtestguides.cfm

 

Subjects of Examination:

Subjects of examination: A written test designed to evaluate knowledge, skills and /or abilities in the following areas:

1. Evaluating conclusions in light of known facts

These questions will consist of a set of facts and a conclusion. You must decide if the conclusion is proved by the facts, disproved by the facts or if the facts are not sufficient to prove or disprove the conclusion. The questions will not be specific to a particular field.

2. Preparing written material

These questions test for the ability to present information clearly and accurately, and to organize paragraphs logically and comprehensibly. For some questions, you will be given information in two or three sentences followed by four restatements of the information. You must then choose the best version. For other questions, you will be given paragraphs with their sentences out of order. You must then choose, from four suggestions, the best order for the sentences.

3. Understanding and interpreting tabular material

These questions test your ability to understand, analyze, and use the internal logic of data presented in tabular form. You may be asked to perform tasks such as completing tables, drawing conclusions from them, analyzing data trends or interrelationships, and revising or combining data sets. The concepts of rate, ratio, and proportion are tested. Mathematical operations are simple, and computational speed is not a major factor in the test. You should bring with you a hand-held battery- or solar-powered calculator for use on this test. You will not be permitted to use the calculator function of your cell phone.

4. Understanding and interpreting written material

These questions test for the ability to understand and interpret written material. You will be presented with brief reading passages and will be asked questions about the passages. You should base your answers to the questions only on what is presented in the passages and not on what you may happen to know about the topic. 

NOTICE TO CANDIDATES:  It is recommended that candidates use a quiet, hand held, solar or battery powered calculator.  Devices with typewriter keyboards, "Spell Checkers", “Personal Digital Assistants", "Address Books", "Language Translators", "Dictionaries", or any similar devices are prohibited.  You may not bring books or other reference materials.

**IMPORTANT APPLICATION FEE - READ CAREFULLY**

A $20.00 filing fee is required for this exam. The required fee must accompany your application. Send or bring check or money order made payable to Erie County Personnel Department and write the examination number(s) on your check or money order. Do not send or bring cash, as the County cannot be responsible for cash payment. As no refund will be made, you are urged to compare your qualifications carefully with the requirements for admission and file only for those examinations for which you are clearly qualified.