Procurement and Contracts Administrator

Access Services•El Monte, CA

2d•Hybrid

About The Position

The Procurement and Contracts Administrator manages the end-to-end strategic sourcing, drafting, and negotiation of solicitations and contracts across diverse operational sectors, including transit, IT, and construction. The Administrator serves as a key partner to internal departments by guiding technical planning, conducting cost/price analyses, preparing and delivering executive presentations to the Board of Directors and ensuring that contracts are properly managed and administered. Additionally, the Administrator performs financial reconciliation and ensures compliance with complex federal, state, and local regulations, including FTA guidelines, Buy America standards, and prevailing wage laws.

Requirements

Bachelor’s degree from an accredited four-year college or university in Business, Business Administration, Business Law, Contracts Management, Economics/Finance, Government Contracting, Legal Studies, or closely related field.
Minimum of four (4) years of experience in contract management, public procurement, strategic sourcing, or other related field.
At least two (2) years of direct experience administering public sector contracts.
Possession of a valid California Class C driver's license and an acceptable driving record.
Knowledge of Federal, state and local contracting regulations, insurance and bonding requirements, RFP and contract preparation and bid evaluation.
Knowledge of Transit operations and materials procurement.
Knowledge of Americans with Disabilities Act (ADA) and its application to public transit.
Knowledge of Theories, principles, and practices of contract administration for public agencies.
Skill in operating Microsoft Office and standard procurement software systems.
Skill in analyzing issues, establishing facts and rendering decisions.
Skill in managing and directing multiple tasks with critical deadlines.
Ability to communicate effectively, both orally and in writing, to individuals and groups at all levels within and outside of the organization.
Ability to understand, interpret, and apply laws, rules, regulations, policies, procedures, contracts, and budget.
Ability to write reports, business correspondence, and procedure manuals.
Ability to make presentations to the public and various constituent groups.
Ability to interpret an extensive variety of technical instructions.

Responsibilities

Author, draft, and prepare legally binding contracts, including purchase agreements, purchase orders, bench contracts, task orders, amendments, service level agreements (SLAs), and Memorandums of Understanding (MOUs).
Lead negotiations on pricing, terms, and service levels to maximize value and minimize risk.
Prepare, review and manage contract amendments, changes and related documents throughout the life of the contract.
Guide internal departments in developing written justifications, statements of work (SOWs), technical specifications, independent cost estimates (ICEs), and other planning documents.
Manage the end-to-end bidding process, including authoring solicitation documents (RFPs, RFQs, RFIs, IFBs), leading evaluation committees, conducting cost/price analyses, and issuing final contract awards.
Author, prepare, and deliver comprehensive reports and presentations to the Board of Directors, committees, and executive stakeholders.
Review and coordinate invoices against payment schedules and contract terms to resolve discrepancies.
Oversee the procurement goods and services across diverse operational sectors, including transit operations, fleet acquisition and maintenance, real estate acquisition, construction, facilities, information technology, customer relations, and corporate training.
Actively ensure all procurement processes and contract awards comply with federal, state, and local laws, including transit rules (FTA Circular 4220.1F and 2CFR Part 200), labor and wage laws (Davis-Bacon, Copeland Act, California Labor Code), sourcing laws (BABA Act), and other relevant laws.
Perform other related duties as assigned.