Purchasing & Contract Comp Spec

PRTC•Alexandria, VA

10d•$77,032 - $110,000•Onsite

About The Position

The Purchasing and Contract Compliance Specialist assists in the administration of micro and small purchases and contract compliance for VRE and is responsible for providing support and guidance to VRE staff to initiate the purchase of goods and services, predominately those up to $100,000, and for monitoring contractor compliance with established requirements following award of a Purchase Order or Contract.

Requirements

Knowledge of and ability to interpret relevant federal, state, and local procurement laws, regulations, guidelines, and practices, particularly those applicable to transit systems
Knowledge of public procurement policies, procedures, principles, and best practices
Knowledge of contract administration principles and practices necessary to monitor contractor performance and resolve disputes
Strong analytical, problem-solving, and decision-making skills
Proficiency using technology and systems, and tools to include Microsoft Office, Outlook, and purchasing software
Excellent written and oral communication skills
Solid organizational skills and ability to be flexible and adaptable in responding to new information, changing conditions, and/or unexpected obstacles in a fast-paced environment
Ability to develop, evaluate, recommend, and implement processes and procedures that contribute to organizational and operational effectiveness and efficiency
Ability to work both independently and as part of multi-disciplinary departmental teams, and to respond to a variety of conditions without direct supervision
Ability to accurately organize and maintain electronic files
Ability to maintain the confidentiality of information and professional boundaries
Ability to handle stress, maintain an even temperament and demonstrate confidence when making decisions in the best interest of VRE
Any combination of education and experience equivalent to a bachelor’s degree in public sector procurement, contract administration, or related discipline
Demonstrated success performing job duties and responsibilities directly related to those of this position
Experience effectively presenting information both orally and in writing to a wide range of audiences
Experience effectively using technology, systems, and tools to include Microsoft Office, Outlook, and purchasing software
Must possess a valid driver’s license, current auto insurance, and always maintain a safe driving record during employment with VRE

Nice To Haves

Bachelor’s degree from an accredited college or university in public sector procurement contract administration, or related discipline
Related, current certification such as Virginia Contracting Associate Officer (VCA) or Certified Professional Public Buyer (CPPB)
Experience with ERP systems
Public sector experience

Responsibilities

Ensures all procurement activities comply with applicable laws and regulations, including the Virginia Public Procurement Act and Federal Transit Administration Third Party Contract Guidance, and satisfies the needs of the organization in an efficient, cost effective, and timely manner
Serves as the p-card program administrator, to include coordinating with the designated banking institution to add and delete cardholders, increase or decrease p-card limits, as well as investigating and resolving disputed transactions
Receives and imports p-card data files into VRE’s Enterprise Resource Planning (ERP) system
Coordinates with p-card holders to ensure prompt and accurate monthly reconciliation of transactions
Reviews p-card transactions to ensure compliance with applicable VRE policies and procedures
Analyzes requests for small purchases to determine the most effective purchasing method to include advertising Request for Quotes, purchasing from a state/local contract, or utilizing other cooperative purchasing programs
Collaborates closely with staff in the development of cost estimates, statements of work, salient characteristics, specifications, cost/price analysis, and other required documentation necessary to assemble a complete Request for Quotes package
Advertises and manages Requests for Quotes to solicit pricing from vendors for goods and services to be acquired within VRE’s small purchase threshold, currently $100,000 or less, and evaluates the quotes received to determine cost reasonableness and responsiveness
Assists in training users in the use of the ERP system, with specific focus on entering Requisitions and Change Orders
Collaborates closely with the Enterprise Systems Administrator and Finance and Accounting Department staff to provide ERP technical support, perform troubleshooting functions, and resolve end user issues related to the purchasing functions of the system
Utilizes the ERP system to create, review and/or approve Purchase Requisitions, Purchase Orders, Change Orders, and Contracts; ensures all necessary supporting documentation is uploaded and maintained within the system for each approved purchase
Creates and maintains vendor profiles within the ERP system, to include reviewing, validating, and approving vendor information including Federal Tax Identification Numbers, shipping addresses, remit to addresses, email addresses, and banking information
Monitors contractor adherence to contract requirements and ensures that valid insurance certificates, licenses, certifications, and work authorizations are maintained throughout the term of the Purchase Order or Contract
Promotes and contributes to a positive customer service experience
Maintains a healthy and safe working environment
Embraces and promotes a diverse and inclusive workplace and culture
Performs other duties and responsibilities as assigned