Purchasing & Contract Comp Spec

Reports to:  Director of Purchasing and Contracts Administration

FLSA Status:  Non-exempt

Role:  Individual Contributor

General Description

The Purchasing and Contract Compliance Specialist assists in the administration of micro and small purchases and contract compliance for VRE and is responsible for providing support and guidance to VRE staff to initiate the purchase of goods and services, predominately those up to $100,000, and for monitoring contractor compliance with established requirements following award of a Purchase Order or Contract.

Essential Job Duties and Responsibilities

• Ensures all procurement activities comply with applicable laws and regulations, including the Virginia Public Procurement Act and Federal Transit Administration Third Party Contract Guidance, and satisfies the needs of the organization in an efficient, cost effective, and timely manner
• Serves as the p-card program administrator, to include coordinating with the designated banking institution to add and delete cardholders, increase or decrease p-card limits, as well as investigating and resolving disputed transactions
• Receives and imports p-card data files into VRE’s Enterprise Resource Planning (ERP) system
• Coordinates with p-card holders to ensure prompt and accurate monthly reciliation of transactions
• Reviews p-card transactions to ensure compliance with applicable VRE policies and procedures
• Analyzes requests for small purchases to determine the most effective purchasing method to include advertising Request for Quotes, purchasing from a state/local contract, or utilizing other cooperative purchasing programs
• Collaborates closely with staff in the development of cost estimates, statements of work, salient characteristics, specifications, cost/price analysis, and other required documentation necessary to assemble a complete Request for Quotes package
• Advertises and manages Requests for Quotes to solicit pricing from vendors for goods and services to be acquired within VRE’s small purchase threshold, currently $100,000 or less, and evaluates the quotes received to determine cost reasonableness and responsiveness
• Assists in training users in the use of the ERP system, with specific focus on entering Requisitions and Change Orders
• Collaborates closely with the Enterprise Systems Administrator and Finance and Accounting Department staff to provide ERP technical support, perform troubleshooting functions, and resolve end user issues related to the purchasing functions of the system
• Utilizes the ERP system to create, review and/or approve Purchase Requisitions, Purchase Orders, Change Orders, and Contracts; ensures all necessary supporting documentation is uploaded and maintained within the system for each approved purchase
• Creates and maintains vendor profiles within the ERP system, to include reviewing, validating, and approving vendor information including Federal Tax Identification Numbers, shipping addresses, remit to addresses, email addresses, and banking information
• Monitors contractor adherence to contract requirements and ensures that valid insurance certificates, licenses, certifications, and work authorizations are maintained throughout the term of the Purchase Order or Contract
• Promotes and contributes to a positive customer service experience
• Maintains a healthy and safe working environment
• Embraces and promotes a diverse and inclusive workplace and culture
• Performs other duties and responsibilities as assigned

Required Knowledge, Skills, and Abilities

• Knowledge of and ability to interpret relevant federal, state, and local procurement laws, regulations, guidelines, and practices, particularly those applicable to transit systems 
• Knowledge of public procurement policies, procedures, principles, and best practices
• Knowledge of contract administration principles and practices necessary to monitor contractor performance and resolve disputes 
• Strong analytical, problem-solving, and decision-making skills 
• Proficiency using technology and systems, and tools to include Microsoft Office, Outlook, and purchasing software 
• Excellent written and oral communication skills
• Solid organizational skills and ability to be flexible and adaptable in responding to new information, changing conditions, and/or unexpected obstacles in a fast-paced environment 
• Ability to develop, evaluate, recommend, and implement processes and procedures that contribute to organizational and operational effectiveness and efficiency 
• Ability to work both independently and as part of multi-disciplinary departmental teams, and to respond to a variety of conditions without direct supervision 
• Ability to accurately organize and maintain electronic files 
• Ability to maintain the confidentiality of information and professional boundaries 
• Ability to handle stress, maintain an even temperament and demonstrate confidence when making decisions in the best interest of VRE

Minimum and Preferred Qualifications & Experience

Minimum

• Any combination of education and experience equivalent to a bachelor’s degree in public sector procurement, contract administration, or related discipline
• Demonstrated success performing job duties and responsibilities directly related to those of this position 
• Experience effectively presenting information both orally and in writing to a wide range of audiences 
• Experience effectively using technology, systems, and tools to include Microsoft Office, Outlook, and purchasing software 

Preferred

• Bachelor’s degree from an accredited college or university in public sector procurement contract administration, or related discipline
• Related, current certification such as Virginia Contracting Associate Officer (VCA) or Certified Professional Public Buyer (CPPB)
• Experience effectively using technology, systems, and tools to include Microsoft Office, Outlook, and purchasing software 
• Experience with ERP systems
• Public sector experience

Additional Requirements

• Must possess a valid driver’s license, current auto insurance, and always maintain a safe driving record during employment with VRE
• Ability to work the flexible hours demanded by a transit operation environment

Working Conditions/Environment

• This work requires the occasional exertion of up to 20 pounds of force; work frequently sitting, speaking, or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, climbing, or balancing, stooping, kneeling, crouching, or crawling, reaching with hands and arms, and pushing or pulling
• Work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly, or quickly
• Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound
• Work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, using measuring devices, operating motor vehicles or equipment and observing general surroundings and activities
• Work occasionally requires working near moving mechanical parts, working in high, precarious places, exposure to fumes or airborne particles, exposure to toxic or caustic chemicals, and exposure to outdoor weather conditions
• Work is generally in a moderately noisy location (e.g., business office, light traffic)

VRE is an Equal Opportunity Employer-Click her to learn more

-To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The essential duties and responsibilities listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. 

-The statements in this job description are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

-VRE is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. VRE is committed to the principle of equal employment opportunities for all employees and to providing employees with a work environment free of discrimination and harassment.