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Contract Specialist

2 months ago

California, United States Metrolink Full time
PURPOSE OF POSITION
The Contracts Specialist performs quality control checks, confirms that contract and procurement processes conform to department standards, and validates the integrity of the data and information entered in SCRRA's systems and contract and procurement documents.

TO APPLY: This is a continuous recruitment, with the first review of applications beginning May 1, 2024. Interested applicants are encouraged to apply immediately.

DISTINGUISHING CHARACTERISTICS
This job description is not part of a job series.

SUPERVISION EXERCISED AND RECEIVED
  • Receives supervision from departmental management/supervisory level roles.
  • No formal supervisory responsibilities.
The duties listed below are intended to describe the general nature and level of work being performed and are not to be interpreted as an exhaustive list of responsibilities.
  • Act as SCRRA's procurement officer per delegated authority.
  • Prepare Requests for Quotes (RFQs) and Invitations for Bid (IFBs) to solicit goods and services per SCRRA's policies and procedures, and applicable rules and regulations.
  • Create purchase orders for a variety of goods and services in Oracle.
  • Review and monitor procurement plans and processes to validate that plans conform to department standards and policies.
  • Establish and document data entry and management criteria and guidelines for contracts, purchase orders, and other purchasing documents managed in Oracle.
  • Monitor failures to identify root causes and develop strategies to recommend to management for improvement in the overall quality and accuracy of data entry and data management processes.
  • Research discrepancies and reconcile with procurement documents, receiving departments, and accounts payable.
  • Research and analyze large data sets to present findings to Contract Administrators and department leadership.
  • Support Contract Administrators as necessary.
  • Maintain and monitor accurate filing.
  • Process contract and purchase order close-out as instructed.
  • Perform other related duties as assigned.
Education and Experience
  • Bachelor's degree in Public Administration, Business Administration, or a related field.
  • A minimum of two (2) years of work experience performing a variety of business processes and data entry associated with monitoring, quality assurance, and data integrity.
  • A combination of training, with a minimum of an Associate's degree and/or experience that provides the required knowledge, skills, and abilities may be considered when determining minimum qualifications. Advanced relevant coursework may also substitute for a portion of required experience.
  • Valid class C Driver's License with a satisfactory driving record of no more than three moving violations and no DUIs within the last three years.
Preferred Qualifications
  • Prior experience in the procurement function.
  • Prior experience in the public sector.
  • Prior experience in a railroad environment.
  • Familiarity with Federal Transit Administration Circular 4220.1F (or most recent) and/or 2 CFR Part 200 Uniform Administrative Requirements.
  • Familiarity with Federal Acquisition Regulations.
  • Experience with Maintenance, Repair and Operations (MRO).
  • Experience with Davis-Bacon Act covered work.
Knowledge, Skills, and Abilities
Knowledge of:
  • Public contracting principles.
  • California and Federal laws applicable to procurement for public agencies.
  • Microsoft Word or equivalent software application for text editing.
  • Microsoft Excel or equivalent software application for spreadsheets and data analysis.
  • Oracle ERP, PlanetBids, or other automated applications related to procurement.
  • Cost/price analysis.
  • Six Sigma knowledge.
Skilled in:
  • Verbal and written communication.
  • Organization and time management.
  • Detailed data accuracy and analysis.
Ability to:
  • Read and comprehend Contracts terms and conditions.
  • Collaborate with other departments.
  • Exercise initiative and judgment in carrying out detailed projects and tasks.
  • Balance multiple tasks simultaneously.
  • Handle confidential information.
  • Ensure accuracy and compliance.
PHYSICAL REQUIREMENTS
  • Transition between a stationary position at a desk or work location and move about Metrolink facilities or other work site locations
  • Operate tools to perform the duties of the position such as computers, office equipment, and work-related machinery.
  • Transport equipment or boxes up to 25lbs.
  • Exchange ideas by means of communication.
  • Visual acuity to detect, identify, and observe employees or train movement, and any barriers to movement, when working on or near railroad tracks.
  • Hear and perceive the nature of sounds when working on or near railroad tracks.
  • Balance, ascend/descend, climb, kneel, stoop, bend, crouch, or crawl within assigned working conditions and or locations.
WORKING CONDITIONS
Position requires work in a normal office environment with little exposure to excessive noise, dust, or temperature. Work may also be conducted in outdoor environments, at construction sites, Railroad Track and Right-of-Way environments, and warehouse environments, with possible exposure to moving mechanical parts, and loud noises (85+ decibels, such as heavy trucks, construction, etc.)

Southern California Regional Rail Authority is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Authority will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.Selection Process:

Following a review of resumes and/or applications, the most highly qualified candidates will be invited to continue in the selection process. Eligible applicants will be notified of the exact time and place of assessments and interview. Candidates will be interviewed to determine their relative knowledge, skills and ability in job related areas. Offers of employment may be contingent upon successful completion of a reference check, including degree verification and criminal records check provided through SCRRA.

Internal Candidates: Employees with active discipline as defined in the HR Policy No. 5.3 Positive Discipline Program and/or with performance that does not meet the standard for "meets expectations" as defined in the Performance Planning and Appraisal Process may be precluded from consideration and placement in the position.

In compliance with the Americans with Disabilities Act, the SCRRA will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

The SCRRA is an Equal Opportunity Employer. EEO/ADA