Contract Coordinator

at  Pierce Transit

KNOWLEDGE, SKILLS, ABILITIES:

Knowledge of:

• Public procurement principles, procedures, and methods
• Applicable federal, state, and local policies, laws, and regulations
• Cost accounting principles and practices
• Public Works Construction contracting processes, principles, and methods
• Business English
• Standard office procedures
• Applicable software applications

Skill in:

• Performing a variety of duties, often changing from one task to another of a different nature (multi-tasking)
• Communications (verbal and written)
• Customer service
• Contract negotiation
• Organizational/time management skills
• Attention to detail
• Computer and database skills

Ability to:

• Plan, implement, and complete projects
• Research and interpret complex contractual documents
• Analyze and interpret fiscal, statistical, and related information
• Establish and maintain effective working relationships
• Conduct research and prepare reports and documentation
• Meet schedules and deadlines of the work
• Follow verbal and written instructions

Competencies:

• Regularly meets expectations for work schedule, accomplishing assignments, and serving as a source of supply and support for the department, customers, and/or the organization.
• Demonstrates responsibility for, and handles accurately, the details associated with one’s work.
• Working effectively and productively with others, sometimes in a team setting. Working cooperatively, effectively and productively with internal and external customers.
• Speaks, writes, and listens effectively in a variety of circumstances, sharing information and ideas with others.
• Knowledgeable of appropriate data collection policy and procedures, filing systems, data management systems, and programs.
• Effectively and reliably accomplishing assignments and fulfilling the position responsibilities with minimal supervision, taking responsibility for personal work tasks. Produces a regular volume of output processed.

Licensing, certifications & other legal requirements

• Individuals must pass a background check.

Physical requirements:

• The position involves sedentary work, such as exerting up to 10 lbs. of force occasionally, a negligible amount of force frequently, or constantly having to lift, carry, push, pull or otherwise move objects.
• Involves sitting most of the time, with common physical demands involving desk or office related work.

Working conditions:

• This position works in an office environment relatively free from unpleasant environmental conditions or hazards.

The following functions are not intended to serve as a comprehensive list of all duties performed in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Oversees the procurement and administration of assigned contracts
• Coordinates, reviews, and tracks contract requirements, terms and conditions, and special provisions to ensure fiscal integrity and adherence to contract terms, agency policies, and federal and state laws and regulations.
• Collects, prepares, reviews, interprets and analyzes operational reports and contractor performance and compliance. Identifies trends affecting service to recommend solutions. Coordinate with transit partners to improve performance standards.
• Prepares reports and processes invoices for payment.
• Issues contract amendments and change orders, monitors contract expiration dates and verifies bonding and insurance to meet specific project requirements; ensures compliance with local, state, and federal laws, including, but not limited to prevailing wages, contractor qualifications, and controls and agreements.
• Participates in the development of service changes, contract changes, audits and other operational issues.
• Makes recommendations and processes contracts using competitive and non-competitive processes.
• Conducts pre-bid meetings. Prepares and processes bids and proposals. Processes purchase orders.
• Assists in monitoring and administering the departmental budget. Prepares cost estimates to assist with budget recommendations.
• Serves as a technical resource and assists or advises internal staff, agencies, the general public, and/or other representatives regarding requests for information and/or inquiries.
• Displays regular and consistent attendance.
• Performs related work as required.