Contracts Specialist

Employment Full time Requisition 26-051 Certification Professional procurement certification preferred About the Position HART is seeking a procurement and contracting professional to manage procurements from planning through solicitation, negotiation, award, administration and closeout. Working independently and with minimal direction, this position develops solicitations and administers contracts of varying complexity in accordance with HART policies and applicable federal, state and local requirements. You will work with departments throughout HART, lead formal procurement activities, advise internal customers and maintain productive vendor relationships. Your work will help HART obtain the services and supplies needed to operate responsibly, efficiently and in compliance with federal, state and local requirements. Why Choose HART Eligible employees have access to a comprehensive employment package that may include: Full responsibility for procurements from initial planning through contract closeout. Experience across procurement planning, competitive solicitations, negotiation, contract administration and closeout. Regular collaboration with HART leaders, technical departments, vendors and evaluation teams. Medical, dental and vision plan options and participation in the Florida Retirement System. Access to a 457(b) deferred compensation plan, paid leave, tuition reimbursement, and employer-paid life, accidental death and dismemberment, and long-term disability insurance. Free HART transportation and opportunities for professional development, industry participation and career growth. Eligibility, coverage, accruals and other benefit provisions are governed by official plan documents and HART policies. What You Will Do Plan and administer procurements of varying complexity, working with HART departments and vendors to obtain services and supplies in a timely and cost-effective manner. Work with internal departments to clarify requirements, specifications, schedules, deliverables and procurement strategy. Develop solicitations in accordance with the HART Procurement Manual, sound procurement practices and applicable federal, state and local requirements. Select appropriate contract types and prepare terms and conditions that address the needs and risks of each procurement. Conduct pre-bid and pre-proposal conferences, bid openings and other public procurement meetings. Coordinate evaluations with departmental technical representatives and determine vendor responsiveness and responsibility. Develop pre-negotiation positions, lead negotiations and, when appropriate, chair technical evaluations of proposals and plans. Control discussions with offerors and document all discussions. Perform cost and price analyses and prepare negotiation memoranda and determinations of price reasonableness. Recommend contract awards or no awards, finalize contract documents and coordinate contract execution. Administer contracts from award through closeout, monitor contractor compliance, approve payments and address contract interpretation, disputes, modifications and change orders. Initiate default, termination or additional negotiation procedures when required and maintain effective communication with contractors and HART technical staff. Enter awarded contracts in the contract database, maintain complete files and current contract status, and perform assigned self-audits of contract and solicitation files. Conduct routine contract compliance audits and report findings to the Department Director. Close out contracts by obtaining releases, acceptance certificates and warranties and arranging disposition of retained payments. Serve as backup for purchasing inventory and non-inventory supplies and services, including quotations, pricing, purchase orders and tabulation sheets. Maintain liaison with HART technical departments and industry contacts. Serve as an organizational spokesperson on contract matters and represent HART at tradeshows, conferences and other industry events. Perform other work-related duties as assigned. Required An equivalent combination of related education and experience may substitute for the minimum qualifications below, excluding a high school diploma, GED, licenses or certifications. An associate’s degree from an accredited college or university in Business Administration, Public Administration, Finance, Government Affairs or a related field, or equivalent experience. Two to three years of progressively responsible experience in contracting procedures, procurement regulations and negotiating techniques. Ability to develop and administer solicitations and contracts while reviewing and applying federal, state and local requirements. Knowledge of public-sector purchasing practices; federal, state and local purchasing and disposal procedures; contract compliance; auditing; and procurement documentation. Ability to perform cost and price analyses, review pricing information and complete calculations accurately. Excellent verbal, written and interpersonal communication skills, training and presentation skills, and the ability to conduct public meetings and represent HART at industry events. Strong organization, prioritization and analytical problem-solving skills, with the ability to manage concurrent assignments, meet deadlines, and set and execute departmental goals and objectives. Ability to maintain confidentiality, retain important details and remain effective while working under stress or frequent interruption. Successful experience working in an organized workforce environment and bringing work groups together to support productivity and teamwork. Ability to be a flexible, effective team leader and participant, interact positively with internal and external contacts, and manage vendor relationships. Knowledge of Microsoft Office 365, including Outlook, Excel, Word, PowerPoint, Project, Visio and OneDrive, and the ability to use computers for data entry, word processing, accounting and technical applications such as ERP systems. Knowledge of HART rules, regulations, procedures and functions and standard office practices, procedures and equipment. Ability to concentrate and learn. Ability to meet HART attendance, punctuality, safety and security requirements. Preferred A bachelor’s degree in a relevant field. CPM, CPPB, CPPO, NIGP-CPP or a similar procurement or contracting professional certification. Work Environment and Physical Demands Work is performed primarily in a standard office environment. The position also conducts public procurement meetings and may attend conferences, tradeshows and other industry events. Work requires frequent coordination with internal departments, vendors and contractors, often while managing deadlines and interruptions. Operate standard office equipment and computer systems used for data entry, word processing, accounting, procurement and contract administration. Hear, see, speak and perceive color, depth and texture as required to perform assigned duties. Stand, walk, bend, reach and stoop, and lift objects weighing up to 25 pounds. May encounter potentially intimidating or unreceptive members of the public and may occasionally be exposed to dangerous machinery, extreme weather or extreme noise. Reasonable accommodations may be available to qualified individuals with disabilities. Safety and Security Responsibilities All HART employees are responsible for maintaining a safe and secure environment for customers, contractors, visitors and coworkers. Employees must follow applicable health, safety, security and quality-management procedures; recognize and report accidents and hazardous conditions; assist with the development of workplace safety procedures for their department; promote those procedures; and properly use and care for assigned equipment and materials. Equal Employment Opportunity and Accommodations HART is committed to equal employment opportunity for all persons, regardless of race, color, creed, national origin, sex, age, marital status, sexual orientation, gender identity or expression, disability, veteran status or any other status protected by federal or state law. Reasonable accommodations are available to persons with disabilities during the application and interview process in accordance with the Americans with Disabilities Act. The statements above describe the general nature and level of work performed by employees assigned to this position. They are not intended to represent an exhaustive list of every responsibility, duty, qualification or working condition associated with the position. Employees may perform other duties as assigned. Requirements It is the responsibility of all HART employees to provide a safe and secure environment for HART customers, contractors, visitors and fellow co-workers. HART employees are also responsible for: Adhering to stated policies and procedures relating to health and safety, security, and quality management. Recognizing and reporting all accidents and hazardous conditions. Assisting in the development of workplace safety procedures for their respective departments. Promoting workplace safety procedures within their department. Adhering to procedures relating to the proper use and care of equipment and materials for which the role has responsibility. Note: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. The statements are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All employees may perform other duties as assigned. The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required. EEO Compliance : HART is committed to equal employment opportunity for all persons, regardless of race, color, creed, national origin, sex, age, marital status, sexual orientation, gender identity or expression, disability, veteran status or other status protected by Federal or State law. ADA Compliance : Reasonable accommodations are available to persons with disabilities during the application process and/or interview process in accordance with the Americans with Disabilities Act. #J-18808-Ljbffr Hillsborough Transit Authority (HART)