Procurement & Contracts Administrator

*
* Position Title:

** Procurement & Contracts Administrator
** Job Code:
** Job Code: PCOADM
** Pay Range:**$7,253.00 - $10,880.00
*
* Job Description:

**** Summary
* * A professional level position involving the coordination, administration, and compliance of the public procurement process for all supplies, equipment, services, and materials required by C‑TRAN. The position will report to the Manager of Procurement and Contracts within the Finance Division.
** Scope of Responsibility
** The incumbent will perform regular and recurring work situations, with occasional variations from the norm, involving a high degree of complexity, and will contribute to the development of new priorities and objectives that govern the work of procurement. Contacts may contain confidential/sensitive information necessitating discretion at all times. Provides oversight and direction to management and vendors during the procurement process.

Work is performed independently with limited direction from the Manager of Procurement and Contracts and considerable judgment is expected to be exercised in the execution of duties. Actions have a significant impact on benefits or costs in time, money, or public/employee relations. Errors can lead to bid protests, grant sanctions, audit findings, and adverse public information.
** Essential Functions
***** The following summarizes the essential or key responsibilities/attributes of the position the incumbent will be required to perform with or without reasonable accommodation:
**** Prepares and distributes requests for proposals, invitations to bid, and other solicitation documents related to the purchase of supplies, equipment, services, and materials.
* Coordinates the development of written specifications for equipment and scopes of work for services required to meet the agency’s needs.
* Conducts pre-proposal and pre-bid conferences, and public bid openings. Tabulates data for terms and price and conducts price analyses as required.
* Coordinates and facilitates the bid/proposal evaluation process. Provides staff assistance to evaluation committees, project teams, and participates in contract negotiations.
* Educates agency staff of the agency’s Procurement Policy and Procedures, and responsible for enforcement and adherence to the Procurement Policy and Procedures.
* Creates and processes contracts, reviews contract documents for completeness and accuracy, prepares contract amendments, and change orders.
* Reviews and approves department requisitions.
* Ensures agency compliance with all federal and state regulations and reporting requirements as it relates to all procurements.
* Ensures compliance with federal and state requirements on public works contracts.
* Reviews applicable prevailing wage and certified payroll documentation. Verifies that all applicable public works requirements have been met prior to the issuance of contractor payments.
* Provides information regarding purchasing procedures to agency staff and interested vendors. Facilitates training of project managers and other staff in the implementation and ongoing use of purchasing policies and procedures.
* Assists departments by contacting vendors to obtain quotes as necessary; researching availability, quality, and price of equipment and supplies; and preparing summary documentation.
* Assists the Disadvantaged Business Enterprise (DBE) liaison on communication between the public and the agency. Assists the DBE Liaison Officer with maintaining compliance with federal and state laws. Assists with the development and revision of the agency DBE Program as needed. Prepares reports for the Federal Transit Administration (FTA) that identifies any DBE activity on procurements funded with federal funds.

Calculates and reports the agency’s DBE goal and the methodology for goal calculation to the FTA.
* Assists with the validation of data provided to the State of Washington on Public Works.
* Conducts on-site compliance reviews with Contractors for C-TRAN established programs. Reviews and provides preliminary analysis of forms for final review/approval from Manager of Procurement and Contracts. Assists Contractor with filing the correct…