Procurement and Contracts Administrator

Salary Placement: The salary range provided above represents a good-faith estimate of the salary the Agency expects to pay for this classification. Salary placement is typically between the starting salary and the midpoint of the posted range. However, the Agency reserves the right to set salary placement outside of this guideline based on factors including, but not limited to, qualifications and experience, position complexity, internal equity, and organizational need. Employment Type: At-Will/Non-Union Represented. Schedule: Flexible (9/80; after the training period is satisfactorily completed). A flexible schedule is dependent on satisfactory job performance, conduct, and attendance and/or may be withdrawn at any time to meet agency needs. *This position is based at Access Services Headquarters in El Monte and requires a minimum of two (2) in-person workdays per week. A hybrid work arrangement may be available for the remaining workdays, subject to operational needs and management approval. Any remote work arrangement is not guaranteed and is contingent upon satisfactory job performance, conduct, attendance, and agency needs, and may be modified or withdrawn at any time. Remote work days may still require travel to contractor sites or other field locations as business needs dictate.

SUMMARY

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.

SUPERVISORY RESPONSIBILITIES

The Procurement and Contracts Administrator is a non-supervisory position and reports to the Manager, Procurement and Contracts Admin.

ABOUT US

To learn more about Access Services and its responsibilities in the greater Los Angeles region, please visit our website, and click here. Access Services is committed to delivering outstanding quality service to every rider, a commitment that is echoed in our mission and vision statements. Discover more about Access Services and our commitment to quality. 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: Education 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. Experience 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. Licenses/Registrations Possession of a valid California Class C driver's license and an acceptable driving record.

KNOWLEDGE, SKILLS & ABILITIES

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.

WORKING CONDITIONS

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. Physical Demands 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. Mental Demands 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.

WORK ENVIRONMENT

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. Note: The statements herein are intended to describe the general nature and level of work being performed by employees to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, skills, or abilities required of personnel so classified.

SUPPLEMENTAL INFORMATION

The Selection Process This recruitment is open continuously to meet the needs of the Agency as vacancies occur and may close at any time. Applicants who best meet job-related qualifications will be invited to participate in the examination process. Applicants will receive an e-mail notification of their current status in the selection process. The selection examination may consist of any combination of written, performance, and/or oral appraisal exams. Examination parts will be weighed according to their relevancy to the job performance criteria. This recruitment may establish an eligibility list to fill future positions in similar classifications within the organization. Pre-employment As a federal grantee, Access Services maintains a drug-free working environment as prescribed by the 1988 Drug-Free Workplace Act. All potential employees are required to obtain satisfactory results from an administrative screening, successfully pass a post-offer pre-employment medical exam, and obtain a verified negative pre-employment drug test administered by Access Services and its service agents. Emergency/Disaster Response - Service Workers All Access Services employees are designated Emergency/Disaster Response - Service Workers through state law (California Government Code Section 3100-3109). Employment with Access Services requires the acknowledgment to this effect. Employees are required to complete all related training as assigned and to return to work as ordered in the event of an emergency. Immigration and Reform Control Act In compliance with the Immigration and Reform Control Act of 1986, Access Services will only hire individuals who are legally authorized to work in the United States. Access Services does not provide sponsorship. E-Verify Access Services is an E-Verify employer. E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States. Access Services does not sponsor H-1B or related work visas. An Equal Opportunity Employer Access Services is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Access Services will provide reasonable accommodations to qualified individuals with disabilities. #J-18808-Ljbffr Access Services