Contracts Specialist

Description

DEFINITION:
Under the direction of Transit Director, oversees and manages the countywide transportation service contracts. Responsible for establishing and maintaining the relationship between the County and transit Operators/contractors. Analyzes, manages and resolves conflicts relating to contracts. Involves independent judgment and analysis of significant issue identification and resolution. Functions as liaison between contactors and planning agencies. The position is responsible for assisting in short- and long- range plans, developing policy and procedures, monitoring and evaluating transit operations, quality assurance and program compliance, developing funding strategies, performing analysis, and improving coordination among public transportation, Paratransit, and other transportation service providers with the intent of expanding the availability of services. Leads the planning, development, and execution, including reviews and comments, on Request for Proposals (RFPs). Coordinates all department direction with the Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
•Provide back-up administrative support for the Transit Director and personnel.
•Prepare scope of work, specifications, cost and price analysis for procurements; assists with procurement procedures for various types of vehicles, services, and other necessary items.
•Coordinate and ensure county-wide transit service compliance with FTA regulations; coordinate with Federal Transit Administration, Caltrans and MCAG regarding legislative affairs related to transit.
•Collect, compile and analyze statistics on ridership, phone service, bus productivity and on-time performance for the paratransit system.
•Directs and supervises the activities of county personnel assigned to assist in contract management and compliance.
•Evaluates bids, proposals, and quotations; sits on evaluation committee meetings and conducts vendor interviews; determines consultant/contractor selection recommendations.
•Prepare and maintain a variety of narrative and statistical reports, records, correspondence and files related to assigned activities; submit reports to State and federal agencies in a timely manner.
•Perform customer service duties to assist visitors and the public; sell passes to agencies and riders; answer telephones; send and receive emails; respond to customer inquiries, emergencies, contractor issues and complaints.
•Perform outreach to encourage ridership on transit systems.
•Communicate with management, personnel, vendors, contractors and outside organizations or agencies to coordinate activities and programs, resolve issues and conflicts and exchange information.
•Operate a computer and other office equipment as assigned; drive a vehicle to conduct work as assigned.
•Attend and conduct a variety of meetings as assigned; develop and conduct presentations to the public.
•Interprets and applies contracting principles, applicable laws, regulations, and policies and procedures.

OTHER DUTIES:
•Perform related duties as assigned.

REQUIRED QUALIFICATIONS:

Education and Experience:
•Any combination equivalent to: Associate's degree in Business Administration, Public Administration, Planning or related field and three (3) years increasingly responsible experience in transportation administration, planning, marketing, or other areas which included responsibility for administrative and budgetary analyses.
•Additional Qualifying experience may substitute for the education on a year-for-year basis.
•Bachelor's degree preferred.
Licenses and other Requirements
•Valid California Class C driver's license.

Knowledge of:
•State and federal transit regulations, policies and procedures.
•Principles and practices used in the development of contracts, contract administration, and accounting.
•Basic Transit operations, policies, procedures and common transit practices.
•Contract administration and project management.
•Federal, State and County laws and regulations governing the operations of transit systems, including Federal transit funding programs and State Transportation Development Act.
•Principles of business letter writing and basic report preparation.
•Budgeting and contract administration under the enterprise system.
•Data collection and summary reporting, with statistics and graphics presentations
•Strong oral and written communication skills.
•Ability to work collaboratively with other departments.
•Interpersonal skills using tact, patience and courtesy.
•Operation of a computer and assigned software, with good Microsoft Office skills (Word, Excel, PowerPoint, Access, etc.).

Ability to:
•Resolve contractual disputes.
•Prepare and compose contracts, change orders, bid documents, and specifications.
•Effectively represent the agency to outside individuals and agencies to accomplish the goals and objectives of the unit.
•Present information at boards and committees, to the general public and other public speaking.
•Complete multiple priority projects with conflicting deadlines.
•Maintain confidential information in accordance with legal standards and other regulations.
•Interpret and apply applicable federal, state, and local laws, codes and regulations.
•Communicate effectively both orally and in writing.
•Interpret, apply and explain rules, regulations, policies and procedures.
•Establish and maintain cooperative and effective working relationships with those contracted in the course of work.
•Operate a computer and assigned office equipment.
•Analyze data and situations accurately and adopt an effective course of action.
•Work independently with little direction, meeting schedules and timelines.
•Present contractual information to staff, executive management, Board of Directors, and vendor presentation.
•Prepare comprehensive narrative and statistical reports.
•Prepare and maintain a variety of records and files related to assigned activities.
WORKING CONDITIONS:
Work Environment:
•Indoor office environment with routine components of outdoor work related to site inspections, oversight of operations and maintenance projects, etc.
•Driving a vehicle to conduct work.
•Variable work hours.
•Travel from site to site
•Continuous contact with other staff; and regular contact with the public

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•Dexterity of hands and fingers to operate a computer keyboard.
•Seeing to read a variety of materials.
•Hearing and speaking to exchange information.
•Bending at the waist, kneeling or crouching to retrieve and file materials.
•Reaching overhead, above the shoulders and horizontally to retrieve files and materials.
•Sitting or standing for extended periods of time.
•Lifting, carrying, pushing or pulling moderately heavy objects.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed.

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