Contracts Administrator at San Diego Metropolitan Transit System (MTS)

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 Contracts Administrator is responsible for contract administration of MTS procurement, goods and professional service agreements and assists the Manager of Procurement and Principal Contract Administrator to ensure that MTS contractors and project managers adhere to contract terms and conditions during contract performance. The Contracts Administrator also assists with monitoring and analyzing contract performance in the MTS contract databases.

EXAMPLES OF DUTIES:

Essential Functions

• Acts as the assistant for contract administration of MTS procurement for goods and professional service agreements, including construction and Architectural & Engineering (A&E).
• Maintains a contract management database that includes performance requirements, performance measures, deliverables, project/procurement timetables, payments, incentives and liquidated damages.
• Develops project financial management databases and assists with tracking expense trends to identify potential project budget overruns.
• Drafts brief analytical reports with data interpretations on project or procurement expense trending data.
• Assists with formal procurement process in accordance with state and federal regulations.
• Assists with tracking and oversight of contracts from inception to closeout and communicates extensively with contract officers, project managers and contractors to proactively resolve contract discrepancies and ensure a smooth resolution.
• Provides procurement technical guidance on contract fulfillment issues.
• Reviews and approves contractor invoices to ensure that work is within contract scope, meets contractual standards, has been completed, inspected and accepted by MTS, and that any charges and invoices conform to contractual standards (including accurate unit pricing, clear statement of units received or delivered, clear statement of labor hours by labor craft expended, inclusion of support documentation required by the agreement, etc.).
• Assists in the production of procurement action memoranda for submittal to the Board of Directors.
• Assists in mediating contractual issues between project managers and contractors with guidance from General Counsel and the Manager of Procurement.
• Acts as project manager for Labor Compliance Administrative Services; processes invoices for payment and ensures there is no budget overrun.

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 forms and reports; knowledge of Microsoft Word and Excel and the ability to learn and use other software that MTS might have or acquire; exceptional verbal and written communication skills; exemplary attention to detail and very strong critical analysis skills; excellent negotiation skills and the ability to effectively facilitate resolution of contract-related issues; ability to develop contract or project financial management databases; ability to analyze and interpret project or procurement expense trending data through MS Excel; exceptional organizational, prioritization and multi-tasking skills; exceptional interpersonal skills and understanding of customer relationship management; strong working knowledge of federal and state public transit procurement statutes and regulations.

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 to 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 bachelor’s degree from an accredited college or university in business administration, economics or public administration with primary focus on any business discipline such as finance, accounting or economics. a minimum of six years of combined experience as a Procurement Assistant, Contracts Administrator and/or Procurement Specialist is required. Public agency experience and previous project cost management and project cost control experience is preferred, but not required. Must possess and maintain a valid California driver’s license.

GENERAL:

Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, drug screen and background check.

SALARY GRADE:

The anticipated starting pay for this position is between $73,000 - $88,000. 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 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 #9, which has a minimum of $72,303 and a maximum of $102,671. Salary grades are typically adjusted annually to ensure they remain market competitive.

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.