Procurement and Contracts Administrator

Procurement and Contracts Administrator

The Procurement and Contracts Administrator manages the end-to-end strategic sourcing, drafting, and negotiation of solicitations and contracts across diverse operational sectors, including transit, IT, and construction. The Administrator serves as a key partner to internal departments by guiding technical planning, conducting cost/price analyses, preparing and delivering executive presentations to the Board of Directors and ensuring that contracts are properly managed and administered. Additionally, the Administrator performs financial reconciliation and ensures compliance with complex federal, state, and local regulations, including FTA guidelines, Buy America standards, and prevailing wage laws.

Duties may include, but are not limited to, the following:

• Contract Drafting. Author, draft, and prepare legally binding contracts, including purchase agreements, purchase orders, bench contracts, task orders, amendments, service level agreements (SLAs), and Memorandums of Understanding (MOUs).
• Contract Negotiation. Lead negotiations on pricing, terms, and service levels to maximize value and minimize risk.
• Contract Administration. Prepare, review and manage contract amendments, changes and related documents throughout the life of the contract.
• Departmental Planning. Guide internal departments in developing written justifications, statements of work (SOWs), technical specifications, independent cost estimates (ICEs), and other planning documents.
• Strategic Sourcing. Manage the end-to-end bidding process, including authoring solicitation documents (RFPs, RFQs, RFIs, IFBs), leading evaluation committees, conducting cost/price analyses, and issuing final contract awards.
• Stakeholder Communication. Author, prepare, and deliver comprehensive reports and presentations to the Board of Directors, committees, and executive stakeholders.
• Financial Reconciliation. Review and coordinate invoices against payment schedules and contract terms to resolve discrepancies.
• Cross-Functional Procurement. Oversee the procurement goods and services across diverse operational sectors, including transit operations, fleet acquisition and maintenance, real estate acquisition, construction, facilities, information technology, customer relations, and corporate training.
• Regulatory and Legal Compliance. Actively ensure all procurement processes and contract awards comply with federal, state, and local laws, including transit rules (FTA Circular 4220.1F and 2CFR Part 200), labor and wage laws (Davis-Bacon, Copeland Act, California Labor Code), sourcing laws (BABA Act), and other relevant laws.
• Other Duties. Perform other related duties as assigned.

A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. Reasonable accommodations to enable qualified individuals with disabilities to perform the essential functions may be made. A typical combination includes:

Bachelor's degree from an accredited four-year college or university in Business, Business Administration, Business Law, Contracts Management, Economics/Finance, Government Contracting, Legal Studies, or closely related field.

Minimum of four (4) years of experience in contract management, public procurement, strategic sourcing, or other related field.

At least two (2) years of direct experience administering public sector contracts.

Possession of a valid California Class C driver's license and an acceptable driving record.

Knowledge of: federal, state and local contracting regulations, insurance and bonding requirements, RFP and contract preparation and bid evaluation. Transit operations and materials procurement. Americans with Disabilities Act (ADA) and its application to public transit. Theories, principles, and practices of contract administration for public agencies.

Skill in: Operate Microsoft Office and standard procurement software systems. Analyze issues, establish facts and render decisions. Manage and direct multiple tasks with critical deadlines.

Ability to: Communicate effectively, both orally and in writing, to individuals and groups at all levels within and outside of the organization. Understand, interpret, and apply laws, rules, regulations, policies, procedures, contracts, and budget. Write reports, business correspondence, and procedure manuals. Make presentations to the public and various constituent groups. Interpret an extensive variety of technical instructions.

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The position requires constant sitting and occasional walking and standing. The employee is expected to talk and hear, with staff, vendors, and the public in person and by telephone. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee uses hands to operate, finger, handle or touch office equipment; and reach with hands and arms. The employee bends, stoops, or squats to access, place and retrieve files, supplies and records, and reaches, lifts, and move records and documents weighing up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus to read and operate office equipment as necessary during the course of the work assignments.

Employees are regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with staff, customers, vendors, contractors, and the public.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:

Noise Level: The noise level in the office environment is usually quiet or moderately quiet; at or below 85 decibels. In the course of employment, employee may visit service provider or other contractor's premises, which may include limited exposure to outdoor weather conditions, or fumes or airborne particles from motor vehicles.