Contract Administrator I

Brief Description of Work:

Under direct supervision of the Procurement Manager and general supervision of the Director – Contracts, Purchasing & Inventory this position is responsible for the administrative support of Agency contracts ranging from products to services and construction.

Essential Functions(s):

• Performs all elements of the procurement solicitation process as follows, but not limited to: Simplified Acquisitions, Invitation to Bid, Request for Proposals, P3, Request for Qualification.

• Prepares Cost Analysis and Price Analysis as required by the solicitation

• Administers and support the user department in contract monitoring, contract administration and contract compliance

• Responsible for ensuring that all parties (JTA and Vendor(s)) are complicit with the terms of the contract as well as ensuring that all contracts abide by local and Federal laws

• Ensures all project records are accurate and up to date

• Ability to analyze price to issue a fair and reasonable determination

• Develop contract letters and other communications and notices

• Assist in the negotiation of Contract Amendment(s) and contract term(s) while ensuring that projects remain within the established budget

• Attend meetings to assess progress on projects which are in motion, and take detailed minutes to share with stakeholders

• Create regular status reports regarding progress on projects for User Department use

• Prepare Contract Amendments and coordinate with Contract lead in the User Dept for award and issuance

• Prepare overall contract and change order analysis as to progress of performance and budget analysis

• Assist with Purchase Order closeouts and Contract closeouts through collaboration with User Department and Procurement

• Develops and prepares regular reports of the status of contracts

• Assists in maintaining the database for the contract management system.

Minimum Qualifications:

Bachelor’s Degree in Finance, Accounting or Law or a related field and a minimum of (0-2) years experience in contract management or procurement, preferably in the transportation field. Five (5) years minimum experience in lieu of education requirement is acceptable.

Knowledge, Skills, and Abilities:

Ability to read, analyze and interpret legal documents, financial reports, and technical documents

• Ability to apply arithmetic concepts such as fractions, ratios, and proportions to real scenarios

• Basic understanding of purchasing and supply chain procedures

• Proficiency in common office applications

• Good understanding of standard operating procedures (SOPs) and occupational, safety and environmental regulations and law

• High ethical standards and values with ability to maintain confidentiality regarding audit issues and findings.

• Knowledge of operations, services and activities of contract negotiations and contract compliance.

• Knowledge of the law governing contracts.

• Knowledge of federal, state, and local purchasing practices and procedure.

• Proficient with Microsoft Office Suite, including advanced functions in Microsoft Projects, Excel & Word including lookups and pivot tables.

• Proficient with a financial ERP system (ie. Oracle, PeopleSoft, Ariba, etc.)

• Excellent time management, administrative and organization skills.

• Ability to communicate effectively, both orally and in writing with sensitivity, passion and a focus on unity and equity.

• Ability to use good judgement in making decisions in accordance with policies and procedures.

• Ability to handle multiple tasks and be detail oriented.

• Has strong negotiation and mediation skills

• Possesses superior attention to detail in order to spot inconsistencies on contracts

• Has previous experience in customer service and strong communication skills

• Should exhibit strong organizational and time management skills

• Ability to work productively independently and as part of a team