Procurement & Contracts Administrator

Position Title:

Procurement & Contracts Administrator

Job Code:

Job Code: PCOADM

Pay Range:

$6,932.00 - $10,397.00

Job Description:

FLSA Exempt

Non-Represented

Summary

A professional level position involving the coordination, administration, and compliance of the public procurement process for all supplies, equipment, services, and materials required by C‑TRAN. The position will report to the Manager of Procurement and Contracts within the Finance Division.

Scope of Responsibility

The incumbent will perform regular and recurring work situations, with occasional variations from the norm, involving a high degree of complexity, and will contribute to the development of new priorities and objectives that govern the work of procurement. Contacts may contain confidential/sensitive information necessitating discretion at all times. Provides oversight and direction to management and vendors during the procurement process.

Work is performed independently with limited direction from the Manager of Procurement and Contracts and considerable judgment is expected to be exercised in the execution of duties. Actions have a significant impact on benefits or costs in time, money, or public/employee relations. Errors can lead to bid protests, grant sanctions, audit findings, and adverse public information.

Essential Functions

The following summarizes the essential or key responsibilities/attributes of the position the incumbent will be required to perform with or without reasonable accommodation:

Prepares and distributes requests for proposals, invitations to bid, and other solicitation documents related to the purchase of supplies, equipment, services, and materials.

Coordinates the development of written specifications for equipment and scopes of work for services required to meet the agency’s needs.

Conducts pre-proposal and pre-bid conferences, and public bid openings. Tabulates data for terms and price and conducts price analyses as required.

Coordinates and facilitates the bid/proposal evaluation process. Provides staff assistance to evaluation committees, project teams, and participates in contract negotiations.

Educates agency staff of the agency’s Procurement Policy and Procedures, and responsible for enforcement and adherence to the Procurement Policy and Procedures.

Creates and processes contracts, reviews contract documents for completeness and accuracy, prepares contract amendments, and change orders.

Reviews and approves department requisitions.

Ensures agency compliance with all federal and state regulations and reporting requirements as it relates to all procurements.

Ensures compliance with federal and state requirements on public works contracts.

Reviews applicable prevailing wage and certified payroll documentation. Verifies that all applicable public works requirements have been met prior to the issuance of contractor payments.

Provides information regarding purchasing procedures to agency staff and interested vendors. Facilitates training of project managers and other staff in the implementation and ongoing use of purchasing policies and procedures.

Assists departments by contacting vendors to obtain quotes as necessary; researching availability, quality, and price of equipment and supplies; and preparing summary documentation.

Assists the Disadvantaged Business Enterprise (DBE) liaison on communication between the public and the agency. Assists the DBE Liaison Officer with maintaining compliance with federal and state laws. Assists with the development and revision of the agency DBE Program as needed. Prepares reports for the Federal Transit Administration (FTA) that identifies any DBE activity on procurements funded with federal funds. Calculates and reports the agency’s DBE goal and the methodology for goal calculation to the FTA.

Assists with the validation of data provided to the State of Washington on Public Works.

Conducts on-site compliance reviews with Contractors for C-TRAN established programs. Reviews and provides preliminary analysis of forms for final review/approval from Manager of Procurement and Contracts. Assists Contractor with filing the correct forms in accordance with the applicable program.

Conducts compliance review of procurements to ensure all applicable forms and documentation are included as part of the procurement file.

Assists with the development and maintenance of logs and records relating to procurement, contract administration, and compliance related activities.

Assists with developing and revising agency procurement procedures to comply with federal and state laws and regulations.

Other Functions

Performs other duties as required.

Knowledge, Skills, and Abilities

Knowledge of

Washington and Federal Transit Administration regulations, public procurement policies, and best practices for acquiring a wide variety of goods and services, including professional services and public works.

Full purchasing cycle and how it affects other parts such as accounts payable.

Federal and state regulations, industry procurement best practices, and agency policy and procedures specific to each type of procurement.

Comprehensive, practical knowledge of public purchasing methods and procedures, regulatory requirements, DBE requirements, and specification and contract writing techniques related to materials management procedures required.

General understanding of agency needs for each procurement and ability to comprehend information provided by various vendors.

Understanding of financial concepts related to costing and the ability to evaluate pricing.

Skill in

Requires good customer service skills.

Excellent verbal and written communication skills required.

Conflict management and problem-solving skills as part of the evaluation and negotiation processes.

Proficiency in Microsoft Word required. Intermediate level skills in Microsoft Excel desired.

Must be able to work with numbers accurately and understand verbal instructions.

Must be able to critically evaluate specifications and scopes of work in order to improve their overall quality and to help ensure that the agency is able to procure what it needs.

Strong leadership, attention to detail, and trustworthiness required.

Ability to

Use tact, discretion, and courtesy in interdepartmental, Board of Directors, and public contacts.

Instill and present a positive image of C‑TRAN to internal and external customers.

Provide advice to others on specific problems or general policies. Contracts require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Work under pressure in all situations and deadlines.

Education and Experience

Requires a bachelor’s degree in purchasing, business administration, or a related field and three (3) to five (5) years’ purchasing experience that demonstrates complete competency and knowledge of the principles and practices of purchasing. Public sector experience preferred. Position related certification and/or additional experience preferred.

Comprehensive, practical knowledge of public purchasing methods and procedures, regulatory requirements, DBE requirements, and specification and contract writing techniques related to materials management procedures required.

Requires the ability to work under pressure situations and deadlines.

Additional Requirements

Regular, dependable attendance required.

A valid driver’s license from state of residence and a good driving record are preferred.

Must be able to comply with C-TRAN’s nonsmoking policy and work in a nonsmoking work environment.

Must maintain a physical condition, which, either with or without accommodation, allows completion of all essential duties.

Must promote and model safety within the department and agencywide through reporting and addressing safety issues, sup