Contract Specialist

The Contract Specialist assists with various clerical and administration tasks for the Procurement Department. This position routes contracts for approval by MTS staff, emails to vendors for execution, and when received back ensures they are properly executed; maintains the contracts database; works with third party insurance consultants to ascertain the accuracy and completeness of insurance coverage for MTS contracts; and assists in small business program and the administration of contracts.

EXAMPLES OF DUTIES:

Essential Functions

• Small Business Program:

• Represents MTS at various outreach workshops and procurement fairs, targeting small businesses (SBs) and Disadvantaged Business Enterprises (DBEs), which includes but is not limited to, discussing MTS's DBE Program and MTS's upcoming procurement opportunities with vendors or being a presenter at the event.

• Maintains a calendar for upcoming SB and DBE events to attend and a database of which events MTS participated in and whether it was successful in terms of increasing awareness of MTS's DBE Program to vendors.

• Responds to vendors on how to do business with MTS and sharing information regarding certifications and other available resources and technical assistance available to SB and DBE.

• Creates reports (e.g. list of DBE and SB vendors working on MTS contracts, list of DBE and SB vendors available to perform for certain types of work) and works with staff to ensure compliance with DBE regulations (e.g. monitoring prime contractors pay subcontractors promptly).

• Contracts and Procurement:

• Receives contracts and amendments from Procurement Specialists and reviews with respect to template compliance and format, and routes for MTS signatures.

• Ensures that contracts are properly routed and executed by vendors.

• Receives solicitations from Procurement Specialists and routes for review to Manager of Procurement and Legal Counsel.

• Places advertisements for procurement solicitations.

• Assists Procurement Specialists in performing cost summaries from solicitations.

• Receives non-compliant certificates of insurance and works with Procurement Specialists and Risk Manager for compliance with contract requirements.

• Maintains the contracts database, creates reports as needed, tracks contract termination dates and notifies team members of upcoming deadlines to ensure the timely submittal of requisitions for successor contracts or to exercise options.

• Performs various clerical and administration tasks for the Procurement Department.

• Prepares and compiles reports and assists in implementing Standard Operating Procedures (SOPs) and procurement directives as requested by department head.

• Issue Purchase Orders for punchout catalog, office supplies inventory and non-inventory items.

• Handle interoffice mail.

Duties May Include, But Are Not Limited To, The Following:

• Performs other duties as assigned.

QUALIFICATIONS:

Knowledge, Skills and Abilities

Knowledge of or ability to learn MTS policies and regulations; ability to read, understand and apply MTS policies, regulations and union labor contracts; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy; ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel; ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of documents and reports; knowledge of Microsoft Office Suite and the ability to learn and use other software that MTS might have or acquire; ability to organize, catalog and track large volumes of documents; exceptional verbal and written communication skills; exceptional organizational, prioritization and multi-tasking skills; exceptional interpersonal skills and understanding of customer relationship management; and exceptional collaborative and team-centric working style.

Physical Requirements

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds). Must be able operate a motor vehicle and perform tasks involving manual dexterity. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position. Duties will be performed primarily in an office type environment and may require travel to external locations and agencies.

Experience/Education/Certificates/License(s)

Possess a high school diploma or associate degree, as well as at least two (2) years of full-time administrative experience. A bachelor's degree in business or economics, combined with procurement experience, is a plus, but not required. A combination of education and relevant experience may satisfy these requirements. Must possess and maintain a valid California driver's license.

GENERAL:

Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, drug screen and background check. The Contract Specialist may be required to travel in order to attend procurement training sessions sponsored by the National Transit Institute (NTI), and will be required to obtain a certificate of completion for all four classes, which covers the Federal Transit Administration (FTA) procurement rules and regulations.

SALARY GRADE:

7 ($60, 856 - $86,416)

• Hiring range is typically the lower to mid-portion of the overall salary grade range DOQ

DISCLAIMER: The above described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.