Contract Specialist

While each employee has a primary responsibility, flexibility in job assignments is required, and employees may be expected to perform other duties as needed.

About the role

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 ensure the accuracy and completeness of insurance coverage for MTS contracts, and supports the small business program and contract administration. This position also routes contracts for approval, emails them to vendors for execution, and verifies proper completion upon return.

Responsibilities

• Small Business Program
  • Represents MTS at outreach workshops and procurement fairs targeting small businesses (SBs) and Disadvantaged Business Enterprises (DBEs), including discussing MTS’s DBE Program and upcoming procurement opportunities.
  • Maintains a calendar of upcoming SB and DBE events, tracks MTS participation, and assesses success in increasing vendor awareness of the DBE Program.
  • Provides vendors with information on doing business with MTS, including certifications, technical assistance, and available resources for SBs and DBEs.
  • Creates reports (e.g., DBE and SB vendors on MTS contracts, available vendors for specific work types) and ensures compliance with DBE regulations, such as monitoring prime contractors’ prompt payment to subcontractors.
• Contracts and Procurement
  • Receives contracts and amendments from Procurement Specialists, reviews for template compliance and format, and routes for MTS signatures.
  • Ensures contracts are properly routed and executed by vendors.
  • Routes solicitations from Procurement Specialists to the Manager of Procurement and legal counsel for review.
  • Places advertisements for procurement solicitations.
  • Assists Procurement Specialists in performing cost summaries from solicitations.
  • Works with Procurement Specialists and the Manager of Risk and Claims to address non-compliant certificates of insurance.
  • Maintains the contracts database, creates reports, tracks contract termination dates, and notifies team members of upcoming deadlines to ensure timely submittal of requisitions or option exercises.
  • Performs contract file audits to ensure completeness.
  • Provides clerical, administrative, and operational support for the Procurement Department and assists with departmental initiatives and projects.
  • Prepares and compiles reports and assists in implementing Standard Operating Procedures (SOPs) and procurement directives.
  • Issues Purchase Orders for punchout catalogs, office supplies inventory, and non-inventory items.
• Performs other duties as assigned.

Requirements

• 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 clear, concise, and grammatically correct letters, memoranda, and reports.
  • Ability to speak clearly, distinctly, and effectively in person-to-person or small group situations with tact and diplomacy.
  • Ability to coordinate and initiate actions to implement decisions and delegate responsibilities.
  • Ability to establish and maintain priorities to complete assignments by deadlines without detailed instructions.
  • Skill in verifying the accuracy and completeness of documents and reports.
  • Proficiency in Microsoft Office Suite and ability to learn other software used by MTS.
  • Ability to organize, catalog, and track large volumes of documents.
  • Exceptional verbal and written communication skills.
  • Exceptional organizational, prioritization, and multitasking skills.
  • Exceptional interpersonal skills and understanding of customer relationship management.
  • Collaborative and team-centric working style.
• Physical Requirements
  • Ability to fulfill physical demands such as walking, stooping, sitting, bending, reaching for overhead files, and occasional lifting (up to 15 pounds).
  • Ability to operate a motor vehicle and perform tasks requiring manual dexterity, such as using a computer and 10-key.
  • Work may require more than 8 hours per day or an irregular work week to perform essential duties.
  • Duties are primarily performed in an office environment but may require travel to external locations and agencies.
• Experience, Education, and Certifications
  • High school diploma or associate degree, plus at least two years of full-time administrative experience.
  • A bachelor’s degree in business or economics with procurement experience is a plus but not required.
  • A combination of education and relevant experience may satisfy requirements.
  • Must possess and maintain a valid California Driver License or be able to use alternative transportation for job-related functions.
  • Must pass post-offer examinations, including a pre-employment physical, criminal background check, credit check, and drug test as required by MTS policy.
  • May be required to travel for procurement training sessions sponsored by the National Transit Institute (NTI) and obtain a certificate of completion for all four classes covering Federal Transit Administration (FTA) procurement rules and regulations.

Pay

This position is in salary grade #7, with a minimum of $65,822 and a maximum of $93,468. Salary offers are based on factors such as knowledge, skills, abilities, relevant experience, internal equity, budget constraints, and market factors. Salary grades are typically adjusted annually to remain market competitive.