Specialist, Acquisition Planning and Contract Compliance

Job Description

The Washington Metropolitan Area Transit Authority (WMATA) is seeking an experienced Acquisition Specialist for its Department of Contract Management. This role is ideal for individuals with a strong foundation in procurement, invoicing, and accounting procedures. The position requires excellent organizational skills to manage contract files and an unwavering commitment to customer service, as you'll collaborate with internal clients, external stakeholders, and program leads. Your responsibilities will include overseeing compliance reviews, managing contracts, producing vendor performance reports, and supporting the development of policies and procedures to improve efficiency and reduce costs. This hybrid position offers flexibility with a Monday through Friday schedule and three onsite days per week. Join WMATA and contribute to the success of a vital transit network while working alongside dynamic teams in Legal, Safety, and more.

Minimum Qualifications

Education

• Graduation from an accredited college/university with a Bachelor's Degree in Business or Public Administration, Engineering, Business or Financial management or related field
  • In lieu of Bachelor's Degree, a high school diploma/GED and four (4) years of experience in acquisition planning, contract management and compliance, and vendor management, in addition to the experience stated below, will be considered

Experience

• Minimum of seven (7) years of progressively responsible experience in materials, equipment, or service contact development and/or management, program analysis, acquisition planning and contract compliance, preferably in a transit system or a related public procurement field.

Certification/Licensure

• Incumbent must obtain Washington Metropolitan Area Transit Authority (WMATA) Contracting Officer's Technical Representative (COTR) Certificate within 60 days of employment.
• Certification from an accredited procurement program such as National Contract Management Association (NCMA), the Certified Professional Contracts Management (CPCM), or an appropriate certificate from a program sponsored by the National Institute of Government Purchasing (NIGP), the Federal Acquisition Institute (FAI) within two (2) years of hire.

Preferred

• Transit industry and/or public agency acquisition planning and contract management experience is desirable.

Medical Group:

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

Mission Essential Designation:

• In accordance with the Washington Metropolitan Area Transit Authority's Continuity of Operations Plan (COOP) this job has been identified as critical to mission essential functions. Incumbents in this role may be required to report to or continue to work in the event of authorized office closings or service suspensions due to severe weather, natural disaster, fire, operational emergencies or related events.

Summary

The Specialist, Acquisition Planning and Contract Compliance supports operation critical projects by performing acquisition planning, demand forecasting, and contract management functions in compliance with Authority procurement policies and guidelines. The incumbent is assigned responsibility and accountability to administer and manage the complete lifecycle of contracts associated with large and/or complex procurements. The incumbent supports the improvement of materials and services availability to all operations departments in order to fulfill and move forward the Authority's initiatives. The incumbent ensures materials and services are delivered on schedule, at the negotiated price and meets the quality standards set forth in the purchasing agreements and regulatory requirements. Additional core responsibilities include investigating and reporting on confidential information pertaining to internal and external audit findings, solicitation of support documents, source selection recommendations, vendor performance and contract compliance, invoice processing and approval, contract change orders reviews and initiations, modifications and contract close-out initiation process.

ESSENTIAL FUNCTIONS

• Executes planning, demand forecasting and optimization initiatives in support of all assigned operations services departments/offices to include:
  • Researching and identifying material and services needs for business operations.
  • Collecting and analyzing planned and past procurement data, spend data and confidential financial data to forecast business needs including developing/presenting business, procurement and financial project documentation, prioritization and reports.
  • Developing strategy for advance procurement planning working in collaboration with operations management and leadership.
  • Conducting complex data and procurement policy analysis to establish controls for operations procurement needs, establishing acquisition strategy and methodology in compliance with WMATA procurement policy.
  • Conducting root cause analysis on materials or service agreements availability issues and reports to department leadership.
  • Conducting analysis to improve business processes and maximize effectiveness of the acquisition planning process and conducts market research stay abreast of industry trends and best practices.
• Performs complete lifecycle management of procurement actions from inception through the award process to ensure continuity of service. This includes:
  • Coordinating and collecting information to initiate timely procurement actions for all equipment's, parts, materials and services required for business operations and coordinates with WMATA procurement office to establish appropriate contract/purchasing agreements to satisfy business needs.
  • Ascertaining pending problems and conditions which may cause delays in the solicitation process, and providing expert assistance to solve procurement related issues, including budgetary and funding matters, sole source procurements justifications, supplier availability and outreach, specifications and manufacturer discrepancies, materials shipping and delivery schedules.
  • Assisting with the development and execution of Market Research strategies including the development of RFIs, RFPs, etc.
  • Developing complete and accurate solicitation support documents including Statement of Work (SOW), Independent Cost Estimates (ICE), Proposal Evaluation criteria's, DBE goal setting worksheet and funding purchase requisition.
  • Evaluating and recommending acceptance of offers from vendors and contractors in accordance with the Authority's procurement manual.
  • Expert assistance in supporting quote and quote evaluations, including price/cost analysis or technical quote or quote analysis
  • Conducting data analysis and market research to generate solicitation support documents and supporting artifacts, implementing industry best practices, identifying and documenting the pool of vendors/suppliers.
• Performs compliance reviews and contract management oversight on all assigned contracts and purchasing agreements to ensure compliance with contract/purchasing terms and conditions. This includes:
  • Reviewing and initiating adjustments to program requirements, documents, plans and other related artifacts to ensure consistency with WMATA and COO mission needs and objectives
  • Monitoring performance of contracts against performance indicators to ensure all obligations under agreements are being met.
  • Producing vendor performance reports on contract status, cost effectiveness of contract, and managing the end-to-end contracting activities to support operation's needs.
  • Performing monthly audits on assigned contracts/purchasing agreements, coordinating with contractor/vendor, business operations management and leadership to gather data and information to generate contract performance metrics and variety of comprehensive business reports and contract management documentation.
  • Investigating and resolving or refers as appropriate disputes/complaints/claims in accordance with contractual requirements.
  • Maintaining accurate records of material requirements, procurement actions, material delivery, balances due and delivery dates.
  • Maintaining all confidential records required to report cost data and reconciling orders with the Office of Accounting, Office of Procurement, individual vendors, the federal government and all three jurisdictions.
  • Monitoring and serving as the Contracting Officer's Technical Representative (COTR) on various materials and service contracts ensuring Socio-Economic compliance on contract agreements in accordance with Authorities Small Business Program policies.
  • Maintaining communication on the performance of the contract with all stakeholders in accordance with organizational protocols and standards.
  • Tracking and maintaining performance periods on all contractual actions to ensure a continuity of service and supplies.
  • Periodically monitoring supplier on-time delivery and fulfillment performance, inventory accuracy and efficiency
• Ensures financial obligations to vendors are met in accordance with contractual agreements. This includes:
  • Executing and reporting prompt payment procedures for contractor payment requests.
  • Gathering, processing and maintaining required documentation to support the payments in compliance with WMATA payment policies and procedures.
  • Performing timely and accurate invoicing and payment processing in collaboration with accounting and budget office.
• Establishes and maintains effective working relationships with key stakeholders within WMATA Operations and Internal Business Services required; responds appropriately to the needs of maintenance divisions and internal customers.
• Maintains information in database and/or central repository and builds and furnishes reports/presentations for all existing contracts, blanket purchase agreements, p-card purchases and simplified acquisitions. Inputs and maintains all procurement actions and related documentation in WMATA¿s financial/procurement ERP system(s).
• Generates weekly and monthly procurement status reports, contract/purchasing agreements, compliance reports, vendor performance reports, and spend and consumption reports to be provided to department leadership. Assists management with compliance reviews to develop policies, procedures, management presentations and reports and identifies opportunities for process improvements, financial stability and cost reductions.

The essential duties listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:

• Skills and/or behavioral assessment
• Personal interview
• Verification of education and experience (including certifications and licenses)
• Criminal Background Check (a criminal conviction is not an automatic bar to employment)
• Medical examination including a drug and alcohol screening (for safety sensitive positions)
• Review of a current motor vehicle report

Closing

WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.

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