ADMINISTRATIVE OFFICER -COMPLAINCE | CONTRACTS | & LOGISTICS OPERATIONS - 40008278

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GENERAL DESCRIPTION:

Performs difficult professional and responsible administrative work as an assistant to a department head. Incumbent may be assigned specific program responsibilities or handle a variety of assignments; does related work as required. Work is performed under regular supervision. Supervision may be exercised over office or technical staff.

ESSENTIAL FUNCTIONS:

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

LOGISTICS OPERATIONS:

• Monitors and maintains inventory of all supplies, materials and equipment and reorders as necessary to ensure adequate stock of items on vehicles and adequate inventory is available at all time;
• Coordinates and manages the purchasing, acquisition and distribution of supplies, fuel and equipment, including proper handling and record keep for controlled/scheduled drugs;
• Recommends and manages the purchase of new items or restocking of items as needed using established purchasing procedures; develops and submits bid specifications and reviews bids;
• Collaborates with departments accounts payable staff to ensure all purchasing activities comply with County policy including serving as back-up and support for P-card management.
• Assists in the preparation of the annual operating budget; monitors monthly/annual expenditures for adherence to approved allocations;
• Tracks and manages fixed assets for the EMS department;
• Guides and supports management and employee actions by researching, developing, writing, and updating policies, procedures, methods, and guidelines; communicating and enforcing organization values as related to logistics and contract management.
• Provides a positive example for staff under charge regarding work ethic, attitude, professional ethics, and knowledge of the codes, interpersonal interactions, and mutual respect.
• Performs other duties as assigned.

CONTRACTS OFFICER:

• Negotiate vendor contracts including annual renewals and Technology contracts
• Assist with annual operating and capital budgets, track expenditures, and ensure financial accuracy.
• Reviews and routes contracts requiring Risk Management, Legal, and Finance approval
• Maintains all contract documentation, ensures compliance with governing rules, resolves disputes, and tracks deliverables.
• Provides cost analysis for annual budget preparation
• Monitors fiscal-year spending patterns, prepare amendments, and projects funding needs
• Perform annual and quarterly compliance monitoring initiatives for contracts.
• Conduct regular audits of program components to ensure that the department staff are adhering to the contracts programs
• Monitor the department’s compliance with contracts
• Maintain current knowledge of relevant state, federal and local laws and industry best practices.
• Coordinate and process annual contract renewals, ensuring timely review of terms, pricing updates, and compliance checks before extension or re-bid decisions.

KNOWLEDGES, SKILLS AND ABILITIES:

• • Thorough knowledge of the principles and practices of public and business administration;
  • Thorough knowledge of emergency medical service operations equipment, supplies and procedures;
  • Extensive knowledge of Durham County purchasing and finance policies, practices, and procedures.
  • Knowledge of the operation and patient care policy and practices of the Durham County Emergency Medical Services;
  • Knowledge of current educational methods and materials related to employee training;
  • Knowledge of OEMS rules and regulations;
  • Knowledge of and ability to use computers and related software;
  • Ability to plan, assign and supervise the work of subordinate employees;
  • Ability to express ideas clearly, orally and in writing;
  • Ability to establish and maintain effective working relationships with staff, officials and the general public;
  • Ability to negotiate effectively with vendors and suppliers;
  • Ability to establish and maintain effective working relationships with staff, officials, and the general public
  • Ability to express ideas clearly and concisely in oral and written form;
  • Ability to demonstrate appropriate problem-solving techniques;
  • Ability to design and implement evaluation methods;
  • Ability to exhibit good interpersonal skills and maintain effective working relationships with a wide range of health care professionals, employees and the public;
  • Ability to teach other special programs as required;
  • Ability to deal tactfully, courteously, and firmly with patients or their representatives, the general public, employees, and other agencies.

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from an accredited college or university with bachelor’s degree in business or public administration or a related field and two years of personnel, budgeting, research or administrative management experience which includes six months of supervisory/lead worker experience.  

PREFERENCES:

• Bachelor’s Degree in Supply Chain Management, Public Administration, or a related discipline.
  OR
• Four (4) years of logistics, contracting, or related experience, or an equivalent combination of education, training, and experience, with at least six months of supervisory experience.

PHYSICAL DEMANDS:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

· Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

UNAVOIDABLE HAZARDS (WORK ENVIRONMENT):

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

· None.

SPECIAL CERTIFICATIONS AND LICENSES:

· None.

ESSENTIAL SAFETY FUNCTIONS:

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.

AMERICANS WITH DISABILITIES ACT COMPLIANCE:

Durham County is an Equal Opportunity Employer. ADA requires Durham County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management. 

BACKGROUND CHECK STATEMENT:

This position may be subject to a background check, which could include, but is not limited to, criminal history (employment-related and/or SBI fingerprint-based), credit history, motor vehicle records, educational verification, and checks of the sexual offender registry, depending on the specific requirements of the role. A conviction record does not automatically disqualify an applicant from employment consideration, unless otherwise required by applicable state law.