Contracts & Compliance Administrator

PURPOSE OF POSITION

The Contract and Compliance Administrator is a procurement officer who assists SCRRA departments with the ongoing contract administration and issuance of purchase orders for parts, construction, operations, maintenance, and professional services.

DISTINGUISHING CHARACTERISTICS

This is the entry level in the Contract and Compliance Administrator series. At this level, assignments are generally limited in scope and are performed within a procedural framework established by higher-level employees.

SUPERVISION EXERCISED AND RECEIVED

• Receive general oversight from Manager, Director, or Executive-level roles.
• No supervisory responsibilities.

The duties listed below are intended to describe the general nature and level of work being performed and are not to be interpreted as an exhaustive list of responsibilities.

• Administer and monitor contracts to ensure compliance with applicable local, state and federal laws, rules and regulations, as well as SCRRA Policies and Procedures and support internal customers with related requests.
• Request quotes and prepare solicitation documents for Requests for Quotes, Invitations for Bids, and Requests for Proposals.
• Coordinate Pre-Bid/Proposal meetings to present requirements to potential bidders/proposers and debriefs.
• Prepare draft award recommendations and Board Reports as directed.
• Conform contract documents and purchase orders.
• Prepare required reports, correspondence, and other items for review by senior staff.
• Attend various meetings as needed.
• Serve as a liaison between contractors, internal customers, and other outside entities as required and assist in resolving conflicts between contractors and SCRRA.
• Process approvals per assigned delegation of authority.
• Review bidder, proposer, and contractor submittals for contractual compliance.
• Conduct, or assist in, negotiations of prices and/or terms and conditions. 
• Process purchasing requisitions and prepare purchase orders.
• Review, negotiate, and submit for approval requests for change orders, task orders, and contract amendments. 
• Conduct closeout actions upon contract completion such as final audit, payment, release of committed funds etc., under Management supervision and direction.
• Promote productive collaboration with all stakeholders and the advancement of SCRRA’s goals.
• Assist senior staff in planning procurements and set pre-award schedules for contracts, including Board actions.
• Train internal customers and be a change agent on policies and procedures regarding procurement and contract compliance.
• The responsibilities outlined above are representative of the role but not exhaustive. Additional duties may be assigned as needed, and reasonable accommodations will be provided to qualified individuals with disabilities in accordance with applicable laws.  

Education And Experience

• Bachelor’s degree in public administration, Business Administration, or a related field.
• A minimum of (4) years of work experience successfully performing contract administration functions, proposal preparation, contract negotiation, and procurement or a majority of the duties described above.
• A combination of training, education, and/or experience that provides the required knowledge, skills and abilities may be considered when determining minimum qualifications.  Advanced relevant coursework may also substitute for a portion of required experience. 

Preferred Qualifications

• Experience with construction, MRO, or other facility-related projects
• Familiarity with public works, the Davis-Bacon Act, and the Federal Acquisition Regulation
• Familiarity with the principles of the Brooks Act for Architectural and Engineering services
• Familiarity with the Code of Federal Regulations (2 CFR 200)
• Prior contracting experience under Federal Transit Administration (FTA) regulations

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Public procurement and contracting principles
• California and Federal laws applicable to contracts used by public agencies. 
• Cost/price analysis

Skilled in:

• Verbal and written communication
• Detailed data analysis
• Microsoft Excel and Word (Intermediate/Advanced)
• Organization and time management
• High degree of accuracy and attention to detail
• Oracle or other automated procurement and contracting applications

Ability to:

• Read and comprehend complex documents such as contracts, statutes, and regulations
• Collaborate with other departments
• Self-motivate, exercise initiative and judgment in carrying out detailed projects and tasks
• Balance and handle multiple priorities simultaneously
• Work in a fast-paced environment
• Handle and maintain confidential information
  
  

PHYSICAL REQUIREMENTS

• Transition between a stationary position at a desk or work location and move about SCRRA facilities or other work site locations
• Operate tools to perform the duties of the position, such as computers, office equipment and work-related machinery
• Transport equipment or boxes up to 25lbs
• Exchange ideas by means of communication
• Visual acuity to detect, identify and observe employees or train movement and any barriers to movement when working on or near railroad tracks 
• Hear and perceive the nature of sounds when working on or near railroad tracks
• Balance, ascend/descend, climb, kneel, stoop, bend, crouch, or crawl within assigned working conditions and or locations

WORKING CONDITIONS

Telecommuting may be available for this classification.   Position requires work in a normal office environment with little exposure to excessive noise, dust, or temperature. Work may also be conducted in outdoor environments, at construction sites, Railroad Track and Right-of-Way environments, and warehouse environments, with possible exposure to individuals who are hostile or irate, moving mechanical parts, and loud noises (85+ decibels, such as heavy trucks, construction, etc.)

Southern California Regional Rail Authority is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Authority will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.