Contract Specialist I

Ben Franklin Transit has been providing transportation services to Benton and Franklin counties for over 30 years. Over these years our services have grown to ensure our community members have safe and reliable transportation services.

Employees at Ben Franklin Transit enjoy working in our spacious office environment and collaborating with their colleagues and superiors in person. Our company culture and values include customer service, collaboration, diversity, fiscal accountability, innovation, sustainability, and safety. Employees and representatives of BFT are expected to uphold our values and mission. We also provide all employees the following:

Total Compensation Package

• Generous paid holidays, vacation time, and sick time accrual.
• Public employees Medical, Dental and vision benefits through PEBB (Public Employees Benefits Board).
• Access to the PERS (Public Employees Retirement System), which includes a pension which includes employer match
• Access to an HSA savings account
• Employer paid HRA health savings account.
• Tuition reimbursement
• Wellness program with monthly participation rewards.

Nature of Position

Perform and assign a variety of contract and procurement activities that involve bids, proposals, quotes, contract and purchase order creation, requisition processes, and price dispute resolutions. Ensure compliance with Agency guidelines, purchasing policies and procedures during negotiations and contract awards process.

• Coordinate, review, evaluate, and oversee contracts; recommend contract types, contract terms and conditions, public works requirements, and other special requirements.
• Monitor contract performance and compliance with terms and conditions; track contract expiration dates.
• Prepare contracts, contract renewals, change order formulation, amendments, and cost estimates; participate in contract negotiations; track and assist with bids, proposals, and quotes.
• Arrange and manage meetings to discuss contractor performance; ensure contractor compliance with public works construction project requirements; prevailing wage laws, pay provision, bonding, insurance, contractor qualification, contract controls, and agreements.
• Prepare public notices, reports, and correspondence to vendors/contractors; ensure compliance with public notice requirements for open bids and awarded contracts.
• Monitor and maintain contract database and contract history; track contract milestones and take corrective action as necessary.
• Assist project managers with monitoring contract dates, ensuring compliance with terms and conditions, and implementing other recommended needs of action.
• Organize project contract closeout and ensure files are complete, accurate and in compliance with local, state, and federal requirements.
• Create and maintain all contract files; ensure all required documents, certifications, contracts, bonds, and insurance documentation are received, filed, properly executed, and available for audit inspection.
• Provide key assistance to auditors for procurement and contract related compliance.
• Assist with preparing the Disadvantaged Business Enterprises (DBE) program, determine contracting opportunities for DBEs, and verify that contractors follow through on DBE commitments; coordinate and assist project managers to set a three-year goal for the annual review and preparation of semiannual reports.
• Keep current with state and federal procurement and contracting regulations.
• Assist Grants Administrator for compliance with grant funded procurements and/or sub-agreements.
• Review and process purchase requisitions for completeness and accuracy; authorize payment consistent with contract terms.
• Effectively interpret contract terms and conditions, and coordinates issues with appropriate departments.
• Review and sign off on Over the Counter (OTC) purchases.
• Prepare invitation for bid (IFB), request for proposal (RFP), request for quotation (RFQ), request for qualifications (RFQ), public works documents; ensure appropriate terms and conditions are applied to best allocate, manage, and control risk.
• Conduct cost-analysis on new and existing suppliers; evaluate products, services, and terms of business; review and recommend cost reduction activities.
• Investigate new procurement methodologies and procedures including information technology strategies.
• Participate in various Agency meetings and committees; collaborate with internal departments and external groups; prepare written reports, correspondence and other documentation as needed.
• Work with and maintain confidential information.
• Demonstrate regular and punctual attendance.
• Other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

• Understand and apply Federal, State, and local laws, codes, and regulations controlling procurement, fiscal, and contract procedures.
• Principle, practices, and methods in procurement and contract administration.
• Understand and apply Disadvantaged Business Enterprise (DBE) program.
• Principles and methods of supervision, training, and employee development.
• Analyze and evaluate complex problems; recommend and implement effective solutions.
• Research and analyze products and trends.
• Maintain databases.
• Solve and expedite ordering problems.
• Establish and maintain cooperative working relationships with the public and other community partners and stakeholders.
• Excellent negotiation, customer service, and consulting skills.
• Write clear, concise reports and other documentation.
• Compile, analyze, and prepare data for various reporting purposes.
• Establish, file, and accurately maintain a variety of records.
• Effective technical writing skills.
• Learn new technologies, policies, procedures, and guidelines established by professional organizations and/or governing agencies.
• Utilize office equipment and other relevant technology (software and systems) to meet business needs.
• Understand, follow, and communicate clearly and concisely, both orally and in writing.
• Work as a team member and independently; effectively apply organizational and time management skills; meet deadlines and comply with Agency policies.
• Exercise sound judgment in making decisions.
• Focus on tasks and recall details; handle frequent interruptions.

MINIMUM QUALIFICATIONS

Bachelor's Degree in Business Administration, Accounting, or a related field, and two years of procurement and/or contract administration experience in the public sector environment; or an equivalent combination of education and experience. Must possess a valid driver's license.

LICENSES, CERTIFICATIONS & OTHER REQUIREMENTS

None.

PREFERRED QUALIFICATIONS

Five years of experience performing procurement duties for a government entity. Background in transportation industry.