Contract Specialist

Job Description

Job Description

Position Title: Contract Specialist

Safety Sensitive: No

Supervisor’s Title: Assistant Director of Procurement and Supply Chain Management

FLSA Status: Exempt

Department: Procurement

Division: Finance

Worker Category: Salary Exempt Full-time

Job Class: Professional

ABOUT US

We are IndyGo, a Municipal Corporation of Indianapolis–Marion County, and we’re proud to be the largest public transportation provider in the state of Indiana. We operate transit routes throughout the county, providing millions of passenger trips a year. IndyGo is committed to expanding mobility options to improve connectivity with the company’s mission, vision, and goals.

WHO WE ARE

As the largest public transportation provider in Indiana, we believe driving people from one place to another is much more than just moving riders: it’s about helping our riders reach their hopes and dreams, education and careers, families and friends, and health and well-being. IndyGo is focused on meeting three objectives as we operate nearly 30 transit routes throughout Marion County, and provide millions of passenger trips each year. They include protecting frontline workers, increasing ridership and prioritizing long-term stability. We are moving the city forward to become a better place of opportunity and community.

INDYGO MISSION

IndyGo's mission is to connect our community to economic and cultural opportunities through safe, reliable and accessible mobility experiences. Our vision is to be at the forefront of making Indianapolis a resilient, prosperous and equitable community for all.

Accountability : We are legally, ethically, and morally committed to utilizing all resources responsibly with integrity and transparency.

Adaptability : We adapt to disruptions through technology, workforce and ridership innovations, so we can meet the evolving needs of our community.

Workplace Culture : We offer an empowering workplace to meet the needs of our teammates and riders.

Compassion : We promote, embrace and value all individuals, treating each other with dignity and respect.

Communication : We value open and honest conversations with each other, our riders and the community.

Excellence : We are proud of who we are and the work we do and will continue to exceed customer expectations.

Responsibility: We will be good stewards of our resources.

Results: We make things better today than they were yesterday.

Safety : We ensure safe and secure environments.

BENEFITS WE OFFER

• Full-time positions with guaranteed 40 hours per week
• Medical, dental, and vision coverage (effective on the first of the month following 30 days of employment)
• Free on-site wellness clinic for employees and their families
• Retirement plans (401A and 457B)
• Tuition reimbursement
• Free IndyGo transportation for employees and their families
• Eligibility for the Federal Loan Forgiveness Program

POSITION PURPOSE

The Contract Specialist is responsible for managing the full solicitation and contract lifecycle, including pre-issuance, pre-award, post-award, administration, and closeout, using applicable federal and state regulations, statutes, and procurement guidelines. This role supports procurement activities between the corporation and the vendor community to ensure transparent, compliant, and cost-effective contracting.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

To perform this position successfully, an individual must be able to perform the essential functions of the job, with or without reasonable accommodation. The company will provide reasonable accommodations to qualified individuals with disabilities, consistent with applicable law.

• Develop bid documentation and cohesive procurement packages, including determining procurement type, issuing solicitations, drafting contract documents, and communicating with vendors.
• Facilitate public meetings, internal evaluation meetings, bid openings, tabulations, and evaluation committee processes.
• Conduct contract negotiations and draft final agreements consistent with Federal Transit Administration (FTA) Best Procurement Practices Manual (BPPM), the Federal Acquisition Regulation (FAR), and organizational best practices.
• Perform contract administration, including monitoring contract performance and resolving contract related disputes.
• Conduct cost/price reasonableness analysis and independent value analysis.
• Ensure compliance with all FTA and federal procurement requirements throughout each contract phase.
• Maintain records of current and historical procurement contracts.
• Assist department and project managers with purchase planning and formal procurement procedures.
• Make recommendations regarding the procurement of goods and services.
• Support the Assistant Director of Procurement and Senior Contract Specialist with capital projects such as transit vehicle purchases, construction projects, and facility repairs.

OTHER FUNCTIONS

• Serve as a liaison between accounts payable, receiving, and procurement to ensure timely information flow and issue resolution.
• Provide research, reports, and information management support to the Assistant Director of Procurement.
• Perform the duties of the Assistant Director of Procurement or Senior Contract Specialist during their absence, including presenting procurement analysis and recommendations to leadership.
• Provides guidance and training to project managers and evaluation team members regarding procurement procedures.
• Assists in implementing procurement policies and reviewing submitted work for accuracy and compliance.
• Perform other duties as assigned.

EDUCATION AND/OR EXPERIENCE

To perform this job successfully, an individual must have the following education and/or experience.

• Associate degree or two years of college coursework in business administration, prelaw, purchasing, or a related field; or two (2) years of related work experience in purchasing, contract administration, legal office, retail, hospitality, or warehousing; or an equivalent combination of education and experience may be considered.
• Completion of the National Transit Institute (NTI) Procurement Series (company sponsored) within the first 24 months of employment.
• Knowledge of Indiana state and federal purchasing requirements preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily.

• General procurement principles, practices, and regulations.
• Basic mathematical concepts used in procurement analysis, including percentages, ratios, and cost evaluation.
• Operating standard office equipment (computer, calculator, copier, phone systems).
• Communicating effectively in person, in groups, and through phone, email, and written correspondence.
• Conducting data analysis and financial reviews.
• Applying procurement and contract administration principles to daily work.
• Prioritizing tasks and managing time effectively to meet deadlines.
• Monitoring budgets and tracking expenses.
• Working independently with minimal supervision.
• Maintaining accurate and organized procurement records.
• Collaborating effectively with diverse internal and external stakeholders.

PHYSICAL DEMANDS

To perform this position successfully, an individual must be able to perform the essential physical functions of the job, with or without reasonable accommodation. The company will provide reasonable accommodations to qualified individuals with disabilities, consistent with applicable law.

• Regular on-site attendance is an essential function of this position due to the need for in-person collaboration, operational support, hands-on infrastructure management, and training and development activities. This role is designated as fully onsite and is not eligible for remote work.
• Work is performed primarily in an office environment.
• This role may require remaining in a stationary position and moving between departments as tasks necessitate.
• Occasional local travel; occasional evening or weekend commitments; potential for overnight travel to complete training.
• Reasonable accommodation will be provided to individuals with disabilities to enable the performance of essential job functions.

IndyGo is an Equal Opportunity Employer