Job Description

Job Description

GENERAL SUMMARY:

The Contract Coordinator develops, coordinates, participates and monitors solicitation and contract activities agency wide and supports facilitating the overall procurement and contract management cycle. Reviews procurement solicitation and contract requests and proposals, and serves in a liaison capacity between departmental staff and department owners and contractors involved in the solicitation and contract development and approval process. Work may include supervision of procurement scheduling activities, reviews of procurement documents, collaboration of technical scope writing. The position is responsible for meeting or exceeding all TARC policies and procedures and to meet all local, state, and federal regulations.

ESSENTIAL DUTIES AND RESPONSIBIITIES:

• Facilitate and administer solicitation process through contract award and execution
• Conduct formal procurement planning meeting with stakeholders
• Maintain bid lists
• Scheduling procurement and contract meetings
• Review technical specifications and requirements from Department Heads
• Develop solicitation documents and forms under the regulations of the Federal Transit Administration (FTA) Circular 4220.1F and the Best Procurement Practice Manual
• Reconcile information for and prepare bid solicitation packages & post-award packages
• Prepare contract drafts
• Creates and manages procurement history document file
• Adhere to bid, sole-source, and direct purchasing thresholds
• Maintains & Updates FTA regulations
• Establish business relationships with new and DBE vendors
• Add DBE vendors to current vendor list
• Establish and maintain effective working relationships with associates, administrative officials and contractors
• Interprets & Administers purchasing policies & procedures
• Prepare & maintain DBE reports
• Manage purchasing website postings & contract listings
• Create reports and analysis
• Oversee contract monitoring and management
• Responsible for the preparation of responses to modifications, changes and disputes of contracts
• Assist in the construction of board resolutions, supporting documents, and accompanying memos for procurements
• Maintain contract modifications and all requirements
• Manage contract values and performance
• Analyze and develop recommendations concerning contracts and amendments with cost increases with cost data analysis
• Perform contract close-out process
• Management contract issues and resolutions
• Administer vendor correspondence and inquiries
• Perform other job-related duties as required.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Associate’s degree in Business Administration or related field preferred.
• Four (4) years of experience with Purchasing or two (2) years of buying or procurement experience in a public agency.
• Excellent communication skills, both verbal and written.
• Ability to multi-task in fast-paced environment and work independently as well as collaboratively with high level of initiative.
• Pass pre-employment screening.
• High degree of computer skills and high degree of familiarity with office software applications and office equipment.
• Extremely detail oriented, punctual and superior time-management skills.

Note: An equivalent combination of related education and experience may be substituted for the above stated minimums excluding High School Diploma, GED, Licenses, or Certifications.

WORKING CONDITIONS:

Much of the work is performed in a moderately noisy office setting, with frequent interruptions and a varied work day. Work may require some level of mobility including walking, climbing, stooping, lifting and lifting or moving materials up to 20 lbs. The employee will be exposed to dust, odors, diesel fumes and/or airborne particles.

Reasonable accommodations may be made to those who are able to perform the essential duties of the job.

Job Closing Date: 6/27/2023