Contract Specialist
2 weeks ago
Location : Naples, FL
Job Type: Full Time
Job Number: 00143
Division: Finance Operations
Opening Date: 12/15/2025
Closing Date: Continuous
POSITION OVERVIEW
Position Overview:
The purpose of this classification is to perform advanced technical accounting and clerical duties associated with Clerk's Finance Operations Department. Duties include auditing and processing accounting documents; entering, updating, and retrieving data in the automated financial systems; testing financial system upgrades or updates; preparing accounting documents; maintaining accounting and fiscal records; reconciling accounting transactions; maintaining and balancing accounting ledgers; reviewing and analyzing financial transactions; and providing assistance to department staff. The Contract Specialist designation requires specialized knowledge of AIA (American Institute of Architects) billing/accounting used in construction, including, but not limited to, retainage withholding and release; change orders and work directives; stored materials; and liquidated damages. Knowledge of CCNA contracts, different forms of construction projects such as CMAR and design-build and the ability to work with independence to perform all functions related to the classification.
ESSENTIAL JOB FUNCTIONS
Essential Job Functions:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Will audit and process accounts payable and payment application documents (e.g., invoices, credit memos, statements) to ensure items:
- are matched between the purchase order, invoice, and receiving document from the ordering department and supporting packing slip (if available) for procured items,
- are supported by the required documentation and authorizations for direct payments,
- have been received and properly authorized by the ordering departments,
- properly reflect authorized change orders or extensions of time within the parameters of the original contract and the purchasing policy,
- contain all required evidence and certifications of completion prior to final payment,
- conform with the guidelines of AIA phased payment application and certificate of payment,
- conform with the contractual or other authorized payment terms,
- are paid with the correct payment method accompanied by requested remittance advices or confirmations,
- comply with Florida statutes, County policies and generally accepted accounting principles,
- are accurate regarding dates, information, pricing, discounts, mathematical calculations, previous balances, change orders or other adjustments,
- have not already been paid by AP or with a purchasing card,
- are consistent with the previous levels of activity for that expenditure, or documented if otherwise,
- are complete and contain all needed authorized documentation, including grant, Form 1099, and other reporting requirements,
- are paid for a valid public purpose,
- have been screened for proper classification as capital assets, if applicable,
- reflect records of legible, complete images for all associated documents,
- are free of information that would need to be redacted for privacy laws, with any hard copies of confidential support items being filed according to policy,
- have been allocated, if necessary, under consistent, reasonable guidelines, and
- reflect reconciled outstanding balances.
- Communicates in a clear and concise manner with complete, grammatically correct sentences.
- Retrieves data for reports and/or records and research information in files upon request.
- Performs general clerical tasks in support of assigned functions such as assisting with check stuffing; review of checks and inclusion of remittance advices as needed; maintaining office supplies; preparing correspondence, letters, and notices to departments, outside agencies, vendors, etc.
- Provides customer service and/or assistance to vendors, contractors, outside agencies, fellow employees, and the general public. Provides information and explains policies and procedures.
- Operates a personal computer, telephones, copiers, and other general office equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.
- Other duties as assigned.
- The Collier Clerk values the team building benefits of regular in-person onsite collaboration.
- In the event of a declared state of emergency, employees in this classification may be called to work during days or hours other than those for which they are regularly scheduled.
Education and Experience:
- Associates degree from an accredited college or university with course work emphasis in accounting, business, or related field and one years of accounts payable experience, preferably in a construction-related field. Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job may be substituted for the education or experience requirement.
To learn more about the benefits offered by the Clerk of Courts, please visit our website by following this link:
Benefits (collierclerk.com)
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