Contract Specialist

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES 

To be successful in this role, an individual must be able to perform in a satisfactory manner the functions listed below. The company will provide reasonable accommodation to enable individuals with disabilities to perform these functions.  

ESSENTIAL FUNCTIONS 

• Develop all bid documentation required for a specific procurement, creating a cohesive bid package; this includes determining the type of procurement, issuing bids, drafting contract documents, and following up with vendors.  

• Facilitate public meetings, internal evaluation meetings, and the bid evaluation and selection committee process, bid openings, and tabulations. 

• Conduct contract negotiations and final contract drafting consistent with the Federal Transit Administration (FTA) Best Procurement Practices Manual (BPPM) and Federal Rules of Acquisition (FAR) and the corporation’s best interests. 

• Perform necessary contract administration procedures, including negotiating contract disputes to resolution. 

• Perform independent value analysis and cost-price reasonableness analysis. 

• Ensure compliance with FTA regulations throughout the contract process. 

• Develop and maintain records of past and present procurement contracts. 

• Assist department managers and project managers in developing department purchase plans and procedures for formal procurements. 

• Make recommendations relating to the procurement of supplies and services for the corporation. 

• Assist and advise the Director of Procurement and Senior Contract Specialist in coordinating and directing capital projects, including but not limited to the purchase of transit vehicles, construction, and facility repairs. 

OTHER FUNCTIONS 

• Interface between accounts payable, receiving, and procurement to resolve conflicts and promote the timely flow of information. 

• Support the Director of Procurement through the provision of research, reports, and information storage and retrieval. 

• Perform the duties of the Director of Procurement/Senior Specialist in the event of absence, illness, or travel; this may include providing results from procurement analyses and offering recommendations to the President and Chief Executive Officer, and the Vice President of Finance and Chief Financial Officer/Controller. 

• Perform other duties as assigned. 

SUPERVISORY RESPONSIBILITIES 

• No direct reports but provides guidance to all project managers and evaluation team members. 

• Develops and implements policies and procedures regarding contracts, and trains, reviews, and corrects the work of project managers and evaluation team members in the contract process. 

EDUCATION AND/OR EXPERIENCE 

To perform this job successfully, an individual must have the following education and/or experience. 

• Associate degree or two years of college coursework in business administration, pre-law, purchasing, or related field or equivalent work experience required. Education may be substituted for two (2) years of work experience in purchasing, contract administration, legal retail, office, hospitality, or warehousing.

• Completion of the National Transit Institute Procurement Series (company-sponsored training) is required in the first 24 months of employment. 

• Understanding of Indiana State and Federal Purchasing Requirements is preferred. 

KNOWLEDGE, SKILLS, AND ABILITIES 

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. 

• Proficiency using a computer, including proficiency with Microsoft Office, the internet, and spreadsheets and databases. 

• Ability to operate office equipment, including copiers, fax machines, and phones. 

• Strong presentation skills and the ability to communicate with small and/or large groups. 

• Ability to interact with others, both in person and through phone, e-mail, and written correspondence. 

• Above-average decision-making and problem-solving abilities. 

• Above-average mathematical abilities (addition, subtraction, multiplication, division, percentages, ratios, and fractions) and the ability to apply principles of algebra and geometry. 

• Ability to monitor a budget and to track and control expenses and revenues. 

• Ability to process and analyze data and to conduct complex financial analysis. 

• Ability to prioritize, organize, and manage tasks and time effectively. 

PHYSICAL DEMANDS

The physical demands described here are representative of those an individual must meet to successfully perform the essential functions of this job. 

• Ability to work in a deadline-oriented office environment. 

• Ability to work independently with minimal supervision. 

• Ability to remain stationary 50% of the time and to move intermittently throughout the workday, occasionally between departments or facilities.   

• Local travel is required; evening and weekend travel is required occasionally. Overnight travel may be required with company-sponsored training. 

IndyGo is an Equal Opportunity Employer.