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Administrative Contract Specialist (EMNRD #42408)
Santa Fe, United States
Posting Details
Interviews are anticipated to be conducted within two weeks of closing date.
Energy, Minerals and Natural Resources (EMNRD) strives to contribute to a sustainable economy statewide while protecting New Mexico's natural, cultural, and recreational resources for posterity.
The Forestry Division promotes healthy, sustainable forests and watersheds in New Mexico for the benefit of current and future generations. The New Mexico Forestry Division retains lead responsibility for wildland fire management on all non-federal, non-tribal, and non-municipal lands, maintaining fire suppression capacities and emphasizing public and firefighters' safety.
The Administrative Management Bureau is responsible for all of Forestry's financial transactions, commitments, and compliance with state and Federal rules and regulations; our work includes setting related policies and providing the training necessary to support our work.
Why does the job exist?
The purpose of the position is to manage purchase documents, contract payments, Division contract databases, and tracking spreadsheets to assist in contract completion for the Santa Fe office, Division project managers, Agency contract staff, and contractors. The position ensures purchase documents and payments meet state financial requirements and ensures contract compliance requirements are met throughout the development of the scope of work, deliverables, compensation, and match requirements based on information provided in written proposals for successful contract implementation and completion. The position will ensure timely payment vouchers to contractors and update the contracts management database. The position will assist the Senior Program Coordinator in the completion of purchase documents in the development of Professional Service Contracts, Forest Thinning Work Plans, Joint Powers Agreements, Memorandum of Agreements, Governmental Service Agreements, Request for Proposals, and Invitations to Bid for approximately $20 million dollars per year. This position will also assist with auditing wildland fire invoices and completing operational and wildland fire purchase documents, and payment and travel vouchers. The position will assist with tracking capital and fixed asset inventory for the Division. This position requires knowledge of state procurement code and contract management policy and procedures, knowledge of state and federal procurement requirements, state budget, and financial procedures to create encumbrances for project implementation.
How does it get done?
60% Create Purchase Orders (POs), maintain contract databases, reconcile tracking with SHARE financial system, make corrections to data on tracking spreadsheets or in SHARE.
25% Review up to 200 new contracts per year; ensure accuracy of funding sources; assist with:
1) determining the appropriate type of contract for specific programs
2) developing scope of work, deliverables, compensation, and additional contract parameters
3) developing RFPs and ITBs
4) developing property leases and purchase agreements
15% Complete purchase documents / payment vouches / travel requests, develop training materials, provide instructions for staff and contractors.
Who are the customers?
Primary customers are contractors, District staff, and Division administrative and financial staff.
Ideal Candidate
Primary customers are contractors, District staff, and Division administrative and financial staff.
Minimum Qualification
High School diploma or Equivalency and two (2) years of experience in office administration, budgeting, purchasing, finance, accounting, auditing, cash management, contract management, and/or the procedures of business and management principles involved in strategic planning. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling two (2) years may substitute for the required experience.
Employment Requirements
Must maintain and possess a current New Mexico Driver's License and must be eligible to work in the United States.
Working Conditions
Work is performed in an office setting with exposure to Visual/Video Display terminal (VDT) and extensive personal computer and telephone usage with extended periods of sitting. Must be able to lift 25 lbs. Occasional day/overnight travel using a District pick-up truck. May be required to work irregular or extended hours including weekends and holidays during periods of wildland fire activity.
Supplemental Information
Do you know what Total Compensation is? Click here
Agency Contact Information: Laura F. McCarthy (505) 490-2954. Email
For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.
Bargaining Unit Position
This position is not covered by a collective bargaining agreement.
Interviews are anticipated to be conducted within two weeks of closing date.
Energy, Minerals and Natural Resources (EMNRD) strives to contribute to a sustainable economy statewide while protecting New Mexico's natural, cultural, and recreational resources for posterity.
The Forestry Division promotes healthy, sustainable forests and watersheds in New Mexico for the benefit of current and future generations. The New Mexico Forestry Division retains lead responsibility for wildland fire management on all non-federal, non-tribal, and non-municipal lands, maintaining fire suppression capacities and emphasizing public and firefighters' safety.
The Administrative Management Bureau is responsible for all of Forestry's financial transactions, commitments, and compliance with state and Federal rules and regulations; our work includes setting related policies and providing the training necessary to support our work.
Why does the job exist?
The purpose of the position is to manage purchase documents, contract payments, Division contract databases, and tracking spreadsheets to assist in contract completion for the Santa Fe office, Division project managers, Agency contract staff, and contractors. The position ensures purchase documents and payments meet state financial requirements and ensures contract compliance requirements are met throughout the development of the scope of work, deliverables, compensation, and match requirements based on information provided in written proposals for successful contract implementation and completion. The position will ensure timely payment vouchers to contractors and update the contracts management database. The position will assist the Senior Program Coordinator in the completion of purchase documents in the development of Professional Service Contracts, Forest Thinning Work Plans, Joint Powers Agreements, Memorandum of Agreements, Governmental Service Agreements, Request for Proposals, and Invitations to Bid for approximately $20 million dollars per year. This position will also assist with auditing wildland fire invoices and completing operational and wildland fire purchase documents, and payment and travel vouchers. The position will assist with tracking capital and fixed asset inventory for the Division. This position requires knowledge of state procurement code and contract management policy and procedures, knowledge of state and federal procurement requirements, state budget, and financial procedures to create encumbrances for project implementation.
How does it get done?
60% Create Purchase Orders (POs), maintain contract databases, reconcile tracking with SHARE financial system, make corrections to data on tracking spreadsheets or in SHARE.
25% Review up to 200 new contracts per year; ensure accuracy of funding sources; assist with:
1) determining the appropriate type of contract for specific programs
2) developing scope of work, deliverables, compensation, and additional contract parameters
3) developing RFPs and ITBs
4) developing property leases and purchase agreements
15% Complete purchase documents / payment vouches / travel requests, develop training materials, provide instructions for staff and contractors.
Who are the customers?
Primary customers are contractors, District staff, and Division administrative and financial staff.
Ideal Candidate
Primary customers are contractors, District staff, and Division administrative and financial staff.
Minimum Qualification
High School diploma or Equivalency and two (2) years of experience in office administration, budgeting, purchasing, finance, accounting, auditing, cash management, contract management, and/or the procedures of business and management principles involved in strategic planning. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling two (2) years may substitute for the required experience.
Employment Requirements
Must maintain and possess a current New Mexico Driver's License and must be eligible to work in the United States.
Working Conditions
Work is performed in an office setting with exposure to Visual/Video Display terminal (VDT) and extensive personal computer and telephone usage with extended periods of sitting. Must be able to lift 25 lbs. Occasional day/overnight travel using a District pick-up truck. May be required to work irregular or extended hours including weekends and holidays during periods of wildland fire activity.
Supplemental Information
Do you know what Total Compensation is? Click here
Agency Contact Information: Laura F. McCarthy (505) 490-2954. Email
For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.
Bargaining Unit Position
This position is not covered by a collective bargaining agreement.
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