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Contracts Specialist
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Position Number: 2565761
Location: Oakland, CA
Position Type: Sponsored Programs, Grants, and Contracts

Contracts Specialist

Salary
$3,869.15 - $4,618.38 Biweekly
$8,383.17 - $10,006.50 Monthly
$100,598.00 - $120,078.00 Annually

Location
Downtown Oakland, CA

Job Type
Regular Full Time

Department
Finance

Job Number
21-00351

Closing
11/5/2021 11:59 PM Pacific

Summary:

AC Transit is actively recruiting for the position of Contracts Specialist. Under direction, provides professional-level, analytical, and technical support for the District's comprehensive contracts administration programs and activities; oversees contract life cycle from formulation through the award, compliance, renewal and close out. This is the fully qualified, classification within the Contracts Specialist series, incumbents at this level are expected to work independently on routine to significantly complex contracts and have the responsibility for issuing, reviewing bids, preparing contracts, and award documentation.

This is an excellent opportunity to work for the largest bus agency in California. In addition to working with some of the best in the business, AC Transit also has an excellent benefits package that includes pension, medical, dental and vision coverage, flexible spending and 457 savings plan.

Representative Functions:

REPRESENTATIVE FUNCTIONS may include, but are not limited to the following:

Facilitates the negotiation, execution, and administration of contracts and agreements ensuring that all contract terms and documents are compliant according to procedures and regulations mandated by the District, the Federal Transit Administration (FTA), and/or other agencies.
Leads pre-proposal conferences with Project Managers and/or assigned staff; analyzes Statement of Work (SOW) and project plans; assists in defining products and service specifications and determining contract parameters including cost of contract, creation of performance-based criteria including performance periods and deliverables.
Determines appropriate solicitation process and develops or guides the development of Requests for Proposals (RFPs), Invitations to Bid (ITB), Requests for Quotations (RFQs) and Requests for Information (RFI).
Leads bids/proposal evaluation meetings and conducts vendor interviews; evaluates bids, proposals, qualifications, and quotations for conformance to specifications and suitability for required use; recommends for selection the bid most economically sufficient.
Drafts, evaluates, and reviews contract terms and conditions for products and services to ensure the protection of the District's interests.
Reviews and provides input to Board Staff Reports requesting approval to initiate solicitation process, or inform of contract award.
Administers on-going contracts to ensure adherence to contract terms and provisions; monitors execution of contracts to ensure that contractual terms are met; identifies non-compliance with contractual terms and advises project managers regarding issues; formulates and implements appropriate solutions.
Utilizes automated procurement and accounting systems to review and approve invoices for professional services.
Negotiates settlement of contract disputes; coordinates resolution of protest claims in conjunction with management and General Counsel.
Prepares routine to significantly complex contract amendments, revisions, terminations, and close-outs.
Conducts routine to complex cost-price and total cost of ownership analysis and identifies potential cost savings.
Assists management in implementing purchasing and payment policy and procedural changes.
Prepares, edits, distributes, and posts a variety of reports, correspondence, and mandatory filings, including pre-and post-award documentation; maintains logs, records, and documentation for all contracts and projects in accordance with FTA regulations; distributes executed contracts to appropriate District personnel; edits and reviews the conformance of work prepared by staff.
Stays abreast of new trends, technologies, and innovations in areas of procurement and contracts; monitors changes in federal, state, and local regulations, analyzes impact, and recommends and implements policy and procedural changes after approval.
Researches emerging products and enhancements and their applicability to District needs.
May provide training to lower level staff in work methods and procedures.
Performs related duties as required.

Minimum Qualifications:

Education: Equivalent to a bachelor's degree from an accredited four-year college or university in business or public administration or related field.

Experience: Three (3) years years of recent, verifiable, professional-level experience in contract and procurement administration activities or two (2) years at a level equivalent to the District's classification of Assistant Contracts Specialist.

Highly Desirable: Effective communicator, strong writing and oral presentation skills, collaborator, critical thinker, coordinator, creative problem solver, demonstrates consistency & commitment, client-centric, know/when to compromise (and seek assistance/escalation), strong analytical skills, detail-orientation, focused & results-driven, adaptable, agile, resourceful. Previous contracting experience is a plus.

Additional Information:

Physical Requirements: Must maintain the physical condition necessary to: (1) perform tasks in an office setting operating a personal computer, keyboards, and other peripheral equipment; and (2) possess physical mobility in order to direct or conduct field studies, and attend external meetings and events.

THIS POSITION IS A UNION POSITION, REPRESENTED BY AFSCME

The Selection Process: The Human Resources department must receive a completed online application by the filling date. If this recruitment is "Continuous," it may be closed at any time without notice. Applications will be screened for job related qualifications, and those candidates who best meeting the qualifications listed on this Job Announcement will be invited to participate in an examination process that may include written, oral and/or performance segments. Current District employees must have satisfactory attendance and performance records. Finalists will be placed on an Eligibility List. When filling vacancies, the Human Resources Department will refer the top candidates to the hiring department for final screening and recommendation.

Vaccination Requirement for Candidates Seeking Employment: Alameda-Contra Costa Transit District has implemented a requirement that requires all candidates for District employment to be fully vaccinated for COVID-19, including variants, prior to being employed by the District, subject to limited exceptions. AC Transit adopted this vaccination policy as an emergency public health response to mitigate the negative public health consequences associated with increased incidence and test positivity rates and the prevalence of new virus variants, including increased hospitalizations, intensive care unit admissions, and deaths.

As such, candidates seeking District employment will be required to: (1) be fully vaccinated (two weeks after completion of the entire recommended COVID-19 vaccination series) and (2) submit a copy of their COVID-19 vaccination card prior to their start date, unless a reasonable accommodation request for a medical or religious exemption has been approved.

Pension: All AC Transit employees participate in a lifetime defined benefit pension. All employees hired on or after January 1, 2016, may be in the District's Tier II pension plan covered by the Public Employees' Pension Reform Act of 2013 (PEPRA). As such, he/she may be required to contribute a small portion of annual income towards the cost of his/hers District pension.

ADA Compliant and Drug Free Workplace: The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities. If you have a need for an accommodation, please call Human Resources at (510) 891-4783.

The Alameda Contra Costa Transit District has established the goal of a 100 percent drug and alcohol-free workplace. Applicants will be required to undergo drug and alcohol testing prior to employment and those in safety sensitive positions will be subject to further drug and alcohol testing through their period of employment, including random drug and alcohol testing.

In accordance with federal requirements, all job applicants selected for appointments in a safety sensitive position are subject to pre-employment drug and alcohol testing. A final job applicant will be tested for five prohibited drugs: Cocaine, PCP, Amphetamines, Marijuana and Opiates. During employment, employees holding safety sensitive positions are subject to random, reasonable suspicion, post-accident, return-to-duty, and follow-up drug and alcohol testing. Additionally, in the event of an absence of more than 90 days from a safety sensitive position, pre-employment drug testing will be performed.

Equal Opportunity Employer

________________________________________________________________________________________

APPLICATIONS MAY BE FILED ONLINE AT:
<a href="https://apptrkr.com/get_redirect.php?id=2565761&targetURL=http://www.actransit.org">http://www.actransit.org

1600 Franklin Street
Oakland, California, 94612
510-891-7148

<a href="https://apptrkr.com/get_redirect.php?id=2565761&targetURL=mailto:employment@actransit.org">employment@actransit.org

Position #21-00351
CONTRACTS SPECIALIST MS
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Contracts Specialist Supplemental Questionnaire

* 1. Briefly describe your interest in the Contracts Specialist position. Please include how your experience, education, current/previous positions, make you a good fit for the role.

* 2. Contracts administration has a lot of moving pieces and a lot of follow up. Please describe how you stay focused on tasks, keep organized, and ensure quality output.

* 3. Briefly describe your negotiation skills and technique. How do you handle a difficult negotiation?

* 4. Should you proceed through our recruitment process, are you willing to submit to a pre-employment drug and alcohol test? (Testing is paid for by the District)
Yes
No

* 5. If you do not pass the pre-employment drug and alcohol test according to District standards, you will be disqualified from this recruitment. Do you understand the statement above?
Yes
No

*Required Question