Contracts & Procurement Coordinator

Advertised Job Title: Contracts & Procurement Coordinator
Internal Job Title: Contract Specialist

Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted to, each employee may be expected to perform other jobs from time to time.

SUMMARY:
The Contract Specialist, under the direction of the Manager of Procurement, assists with various clerical and administrative tasks for the Procurement Department. The role maintains the contracts database, works with third party insurance consultants to ascertain the accuracy and completeness of insurance coverage for MTS contracts, and supports the small business program and the administration of contracts. This position also routes contracts for approval by MTS staff, emails them to vendors for execution, and verifies proper completion upon return.

Application Review: The position will remain open until filled. 

 

EXAMPLES OF DUTIES: 

Essential Functions 

Small Business Program

• Represents MTS at various outreach workshops and procurement fairs, targeting small businesses (SBs) and Disadvantaged Business Enterprises (DBEs), which includes but is not limited to, discussing MTS’s DBE Program and MTS’s upcoming procurement opportunities with vendors or presenting.
• Maintains a calendar for upcoming SB and DBE events to attend and a database of which events MTS participated in and whether it was successful in terms of increasing awareness of MTS’s DBE Program to vendors.
• Provides vendors the process to do business with MTS and shares information regarding certifications, technical assistance, and other available resources available to SB and DBE.
• Creates reports (e.g., DBE and SB vendors working on MTS contracts, DBE and SB vendors available to perform for certain types of work) and works with staff to ensure compliance with DBE regulations (e.g., monitors prime contractors pay subcontractors promptly).

Contracts and Procurement

• Receives contracts and amendments from Procurement Specialists, reviews with respect to template compliance and format, and routes for MTS signatures.
• Ensures that contracts are properly routed and executed by vendors.
• Receives solicitations from Procurement Specialists and routes for review to Manager of Procurement and legal counsel.
• Places advertisements for procurement solicitations.
• Assists Procurement Specialists in performing cost summaries from solicitations.
• Receives non-compliant certificates of insurance and works with Procurement Specialists and the Manager of Risk and Claims for compliance with contract requirements.
• Maintains the contracts database, creates reports as needed, tracks contract termination dates, and notifies team members of upcoming deadlines to ensure the timely submittal of requisitions for successor contracts or to exercise options.
• Performs contract file audits to ensure file completeness.
• Performs a variety of clerical, administrative, and operational support duties for the Procurement Department and assists with departmental initiatives, projects, and administrative functions as assigned.
• Prepares and compiles reports and assists in implementing Standard Operating Procedures (SOPs) and procurement directives as requested by department head.
• Issues Purchase Orders for punchout catalog, office supplies inventory and non-inventory items.

Duties May Include, But Are Not Limited To, The Following:

• Performs other duties as assigned.
  

QUALIFICATIONS:

Knowledge, Skills, and Abilities

Knowledge of or ability to learn MTS policies and regulations; ability to read, understand and apply MTS policies, regulations and union labor contracts; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy; ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel; ability to establish and maintain priorit