Purchasing & Contract Comp Spec

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6 days ago Requisition

Salary Range: $77,031.97 To $ Annually

Reports to: Director of Purchasing and Contracts Administration

FLSA Status: Non-exempt

The Purchasing and Contract Compliance Specialist assists in the administration of micro and small purchases and contract compliance for VRE and is responsible for providing support and guidance to VRE staff to initiate the purchase of goods and services, predominately those up to $100,000, and for monitoring contractor compliance with established requirements following award of a Purchase Order or Contract.

• Ensures all procurement activities comply with applicable laws and regulations, including the Virginia Public Procurement Act and Federal Transit Administration Third Party Contract Guidance, and satisfies the needs of the organization in an efficient, cost effective, and timely manner
• Serves as the p-card program administrator, to include coordinating with the designated banking institution to add and delete cardholders, increase or decrease p-card limits, as well as investigating and resolving disputed transactions
• Receives and imports p-card data files into VRE’s Enterprise Resource Planning (ERP) system
• Coordinates with p-card holders to ensure prompt and accurate monthly reciliation of transactions
• Reviews p-card transactions to ensure compliance with applicable VRE policies and procedures
• Analyzes requests for small purchases to determine the most effective purchasing method to include advertising Request for Quotes, purchasing from a state/local contract, or utilizing other cooperative purchasing programs
• Collaborates closely with staff in the development of cost estimates, statements of work, salient characteristics, specifications, cost/price analysis, and other required documentation necessary to assemble a complete Request for Quotes package
• Advertises and manages Requests for Quotes to solicit pricing from vendors for goods and services to be acquired within VRE’s small purchase threshold, currently $100,000 or less, and evaluates the quotes received to determine cost reasonableness and responsiveness
• Assists in training users in the use of the ERP system, with specific focus on entering Requisition s and Change Orders
• Collaborates closely with the Enterprise Systems Administrator and Finance and Accounting Department staff to provide ERP technical support, perform troubleshooting functions, and resolve end user issues related to the purchasing functions of the system
• Utilizes the ERP system to create, review and/or approve Purchase Requisition s, Purchase Orders, Change Orders, and Contracts; ensures all necessary supporting documentation is uploaded and maintained within the system for each approved purchase
• Creates and maintains vendor profiles within the ERP system, to include reviewing, validating, and approving vendor information including Federal Tax Identification Numbers, shipping addresses, remit to addresses, email addresses, and banking information
• Monitors contractor adherence to contract requirements and ensures that valid insurance certificates, licenses, certifications, and work authorizations are maintained throughout the term of the Purchase Order or Contract
• Promotes and contributes to a positive customer service experience
• Maintains a healthy and safe working environment
• Embraces and promotes a diverse and inclusive workplace and culture
• Performs other duties and responsibilities as assigned

• Knowledge of and ability to interpret relevant federal, state, and local procurement laws, regulations, guidelines, and practices, particularly those applicable to transit systems
• Knowledge of public procurement policies, procedures, principles, and best practices
• Knowledge of contract administration principles and practices necessary to monitor contractor performance and resolve disputes
• Strong analytical, problem-solving, and decision-making…