EXAMPLES OF TYPICAL JOB FUNCTIONS Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. - Coordinates and performs professional-level administrative and programmatic work in procurement and contract administration.
- Assists in monitoring contract insurance compliance; receives, reviews, and processes insurance verifications for contract compliance; submits insurance verifications to risk management to obtain confirmation of compliance.
- Maintains original contract and procurement documents in central location.
- Researches and develops detailed product and/or service specifications and establishes contract terms; confers with department staff to resolve questions regarding intent and expected use of goods and services, specification definitions, and scope of work statements.
- Develops bid invitations and solicitations, formal and informal bids, and requests for qualifications/quotes/proposals while ensuring legal and contractual provisions are included to protect SBCTA’s interests; assists in scheduling advertisements, announcements, and conference rooms for RFPs and IFBs; assists in preparing, reviewing, and formatting addendums to IFBs and RFPs.
- Analyzes cost/price elements in contractor proposals, bids, amendments or change orders.
- Assists in managing the evaluation of RFPs, RFQs, and IFBs, proposals, and quotations; conducts cost and price analysis; chairs evaluation committee meetings and vendor interviews; acts as advisor regarding consultant/contractor selection and award recommendations.
- Drafts contracts ensuring legal requirements are incorporated and enforced; coordinates review of contract documents with legal counsel; maintains related files.
- Ensures that procurements follow all guidelines and regulations to secure and/or retain state and federal funding.
- Ensures contractor compliance with provisions, including the maintenance of required insurance; develops, implements, and maintains an insurance tracking system and ensure that all insurance certificates are in compliance with current contract requirements; develops contract amendments and extensions as needed; monitors contractor performance and takes or recommends necessary remedial action to enforce compliance with provisions; researches and resolves discrepancies.
- Assists in creating various procurement documents and board agenda items.
- Attends/leads various meetings, including pre-bid and post-bid debriefings.
- Assists in various activities and work from the beginning of the procurement process through final close-out.
- Helps to maintain/update within the agency’s financial accounting system including the purchasing and contracting management modules.
- Provides guidance and assistance to SBCTA staff regarding capabilities of the financial accounting system’s purchasing and contracts modules; enters, updates, and maintains contract data and reporting related to procurements in the purchasing and contracts modules.
- Assists with the maintenance/upkeep of the procurement document management system.
- Serves as a liaison to employees, the public, private organizations, government agencies, community groups, and other organizations; provides information and assistance regarding procurement programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.
- Conducts a variety of analytical and operational studies regarding departmental and procurement activities, including financial, budget, regulatory, operational, or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations.
- Maintains accurate records and files; develops storage of records and retention schedules.
- Assists with analyzing and applying for various awards such as the Excellence in Procurement (AEP).
- Performs other related duties as assigned.
QUALIFICATIONS Knowledge of: - Principles and practices of public agency procurement and purchasing programs including competitive bidding procedures and supply chain management.
- Principles, practices, and techniques of administering procurement contracts and enforcing contract provisions.
- Principles and practices of sound financial management policies and procedures.
- Project and/or program management, analytical processes, and report preparation techniques.
- Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
- Research, statistical, analytical, and reporting methods, techniques, and procedures.
- Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Record keeping principles and procedures.
- Modern office practices, methods, and computer equipment and applications related to the work.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Techniques for effectively representing SBCTA in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and SBCTA staff.
Ability to: - Perform programmatic administrative, procurement, and contract administration activities.
- Conduct research on a wide variety of administrative topics including procurement and contract administration programs, policies, and procedures.
- Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
- Research, analyze, and evaluate new service delivery and improvements in operations, methods, procedures, and techniques.
- Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
- Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations.
- Effectively represent the department and SBCTA in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
- Establish and maintain a variety of filing, record keeping, and tracking systems.
- Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
- Use English effectively to communicate in person, over the telephone, and in writing.
- Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to graduation from an accredited four-year college or university with major coursework in accounting, finance, public or business administration, or a related field and three (3) years of progressively responsible experience in purchasing, contract administration, or procurement services.
Licenses and Certifications:
- Possession of, or ability to obtain, a valid California Driver's License by time of appointment.
- Position may require pre-employment background investigation, physical and drug test.
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