Contracts Specialist

Procurement Specialist

Conducts and administer procurements to meet the recurring needs of HART for a wide variety of construction, professional services, goods, services and rail-related projects. Manage contracts of any dollar value and various complexities.

Essential Job Functions:

• Working independently and with minimal direction, develops solicitations in accordance with sound Procurement Practices, the HART Procurement Manual and other requirements of Federal, State and local laws ensuring understanding of solicitations and resultant contracts among all affected internal HART customers and contractors.
• Prepares and develops pre-contract planning including clarification of requirements, specifications and schedules for HARTs procurements of various complexity.
• Analyzes requirements and selects contract types including terms and conditions.
• Coordinates with other HART functional areas to facilitate procurements.
• Conducts pre-bid/pre-proposal conferences with suppliers.
• Conducts bid openings, reviews and evaluates bids and/or offers in coordination with departmental technical representatives. Determines vendor responsiveness and responsibility.
• Maintains liaison with HART technical department or with industry contacts. May act as an official spokesperson regarding contract matters for HART.
• Works with internal customers and vendors to maintain effective relationships and aid in the timely and cost-effective procurement of services and supplies.
• Plans and conduct negotiations and serve as the negotiation team leader for assigned procurements. Prepares contract documents and coordinates award of contract. Makes recommendation for award/no award of contracts. Finalizes and issues contract documents in accordance with Agency policies and procedures, state laws and federal regulations.
• Maintains responsibility for the development of pre-negotiation position, when appropriate, serves as chairperson on the technical evaluation of proposals and plans. Controls discussions with offerors and documents all discussions.
• Enter contracts and maintain contract database for all contracts awarded.
• Manages contract administration from inception through final closeout, including monitoring the contractor activities to ensure compliance with the provisions of the contract. Acts as liaison with the contractor and the HART technical staff. Approves payments, contract interpretation, and resolution of disputes; modifications and change-order actions as necessary. Maintains complete files and current contract status. Initiates default or termination actions or institutes negotiation procedures.
• Closes out contracts including obtaining appropriate releases, acceptance certificates, warranties and disposition of retained payments. Perform self-audits as assigned for contract and solicitation files.
• Performs cost/price analysis. Prepares negotiation memoranda and determinations of price reasonableness.
• Conducts contract compliance audits on a routine basis and reports findings to the Department Director.
• Back-up for purchasing inventory parts and supplies, requisitions office supplies based on computer reports, obtains prices and prepares purchase orders for inventory and non-inventory parts, supplies and services. Will issue Requests for Quotations (RFQs) for inventory and non-inventory parts, supplies and services and prepare tabulation sheets for review.
• Represents HART at tradeshows, conferences, and other industry events as an organizational spokesperson.

Marginal Functions:

• Performs other work-related duties as assigned.

Requirements:

Education and Experience:

• Bachelors degree from an accredited college or university in Business Administration, Public Administration, Finance, Government Affairs or related field or equivalent experience.
• Three (3) years progressively responsible experience in contracting procedures, procurement regulations and negotiating techniques.

Machines, Tools, & Equipment Used:

• Ability to operate small office equipment, including copy machines or multi-line telephone systems, as well as a computer for both data entry, word processing, and/or accounting purposes, and/or highly technical applications, such as ERP systems.

Licenses/Certifications:

• CPM, CPPB, CPPO, NIGP-CPP or similar procurement/contracting professional certification preferred.

Qualifications:

Knowledge, Skills and Abilities:

• Successful experience in working in an organized workforce environment and in effectively bringing together work groups to help ensure productivity and teamwork.
• Ability to manage vendor relationships to maximize their contributions.
• Excellent verbal, written and interpersonal skills.
• Ability to organize and prioritize work, and to meet deadlines.
• Ability to work under stress and interruption.
• Ability to work in a timely fashion on multiple concurrent tasks with frequent interruptions.
• Ability to interact positively with a variety of personalities internally and externally.
• Ability to review and apply Federal, State, and Local regulations to the procurement process.
• Ability to maintain strict confidentiality.
• Ability to set and execute departmental goals and objectives.
• Analytical/problem solver ability.
• Ability to accurately memorize and retain details.
• Ability to perform calculations with accuracy.
• Ability to concentrate and learn.
• Ability to review price lists and to apply appropriate conclusions for purchases.
• Ability to effectively conduct public meetings, (i.e., bid openings, pre-bid, and pre-proposal meetings).
• Ability to interact with the public at tradeshows, conferences, and other industry or HART events as an organizational spokesperson.
• Ability to follow established safety and security procedures
• Ability to meet attendance and punctuality requirements.
• Ability to be a flexible, effective team leader/player.
• Knowledge of rules, regulations, procedures, and functions of the Authority.
• Knowledge of Federal, State, and Local purchasing and disposal procedures.
• Knowledge of public sector purchasing procedures.
• Training and presentation skills.
• Contract compliance and audit skills.
• Knowledge of standard office practices, procedures and equipment.
• Knowledge of Microsoft Office 365 including Outlook, Excel, Word, PowerPoint, Project, Visio, and OneDrive.

Physical Demands/Work Environment:

• Work is performed in a standard office environment.
• Ability to hear, see, speak, and perceive color, depth and texture.
• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.
• May be exposed to potentially intimidating and/or unreceptive members of the public; may occasionally be exposed to dangerous machinery, extreme weather conditions, extreme noise.

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.

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.

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.

Reasonable accommodations are available to persons with disabilities during the application process and/or interview process in accordance with the Americans with Disabilities Act.