Contracts & Procurement Coordinator

Advertised Job Title: Contracts & Procurement Coordinator
Internal Job Title: Contract Specialist

Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted to, each employee may be expected to perform other jobs from time to time.
SUMMARY:
The Contract Specialist, under the direction of the Manager of Procurement, assists with various clerical and administrative tasks for the Procurement Department. The role maintains the contracts database, works with third party insurance consultants to ascertain the accuracy and completeness of insurance coverage for MTS contracts, and supports the small business program and the administration of contracts. This position also routes contracts for approval by MTS staff, emails them to vendors for execution, and verifies proper completion upon return.

Application Review: The position will remain open until filled. 

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 presenting.
• 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.
• Provides vendors the process to do business with MTS and shares information regarding certifications, technical assistance, and other available resources available to SB and DBE.
• Creates reports (e.g., DBE and SB vendors working on MTS contracts, DBE and SB vendors available to perform for certain types of work) and works with staff to ensure compliance with DBE regulations (e.g., monitors prime contractors pay subcontractors promptly).

Contracts and Procurement

• Receives contracts and amendments from Procurement Specialists, 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 the Manager of Risk and Claims 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 contract file audits to ensure file completeness.
• Performs a variety of clerical, administrative, and operational support duties for the Procurement Department and assists with departmental initiatives, projects, and administrative functions as assigned.
• Prepares and compiles reports and assists in implementing Standard Operating Procedures (SOPs) and procurement directives as requested by department head.
• Issues Purchase Orders for punchout catalog, office supplies inventory and non-inventory items.

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, such as use of a computer and 10-key. 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/Licenses

Possess a high school diploma or associate degree, as well as at least two 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 License or be able to utilize alternative transportation when needed to perform job-related essential functions.

GENERAL:

Must satisfactorily pass all applicable post-offer examinations, including but not limited to a pre-employment physical conducted by an independent medical provider, a comprehensive criminal background and credit check, and, when applicable, a pre-employment drug test as required by MTS Board Policy 35. The Contracts 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: 

The anticipated starting pay for this position is between $66,000 - $71,000. This range represents the expected starting salaries for new hires, typically within the lower to mid-portion of the overall salary range, which encompasses the full potential earnings for the role. Candidates with salary expectations outside of the anticipated hiring range may reach out to the Talent Acquisition Specialist facilitating this recruitment for more information.

Salary offers are based on factors such as the knowledge, skills, abilities, and relevant experience of the successful candidate, while taking into account internal equity, budget constraints, and other market factors. This position is in salary grade #7, which has a minimum of $65,822 and a maximum of $93,468. Salary grades are typically adjusted annually to ensure they remain market competitive.
 

MTS offers competitive benefits including, but not limited to, medical, dental, and vision coverage for you and your family, paid time off, retirement plans, and wellness programs. 

Additional perks and benefits include: 

• Employer-paid holidays (up to 13 per year, including 3 floating holidays)  
• Free transit pass for you and your family  
• On-site gym and gym membership reimbursement  
• Walk, run, and bike event reimbursement  
• Employer-paid bereavement leave and jury duty  
• Tuition reimbursement  
• Public Service Loan Forgiveness eligibility  
• Company-paid training and professional development opportunities  
• And much more! 
  

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.
EEO is The Law - Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled 

MTS is an Equal Employment Opportunity Employer with an ongoing commitment to treat all people, including customers, co-workers and the public at large, with dignity and respect. As a public transportation agency, MTS is committed to providing an inclusive workplace that reflects the diverse communities in which we work and live.
MTS supports and promotes an environment that is free of discrimination and harassment. MTS recruits, hires, trains and promotes individuals without regard to race, such as hair texture and hairstyles), color, religion, ancestry, national origin, age (40 years or older), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender, gender identity, gender expression, marital status, medical condition (cured or rehabilitated cancer), physical disability, mental disability, reproductive health decision-making, genetic information (including family medical history), military or veteran status, or any other protected class. 
MTS encourages veterans, military spouses and people from different backgrounds to apply for open positions for which they are interested. Additionally, MTS employees are encouraged to refer qualified candidates from all backgrounds and age groups. At MTS, we are committed to a fair and equitable workplace where everyone is a respected and valued member of the team.