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Contract Compliance Administrator

Contract Compliance Administrator

Salary: $29.20 - $42.35 Hourly

Location: Lakewood, WA

Job Type: Full-time

Department: Finance

Job Number: 18-00177

Closing: 9/27/2018 4:00 PM Pacific

Pierce Transit is an independent municipal organization, dedicated to fulfilling the mission of improving people's quality of life by providing safe, reliable, innovative, and useful transportation services that are locally based and regionally connected.
We are recruiting to fill the critical role of Contracts Compliance Administrator in our Procurement Department, located in Lakewood.
Reporting to the Procurement Manager, this role oversees Pierce Transit's contract compliance functions. The ideal candidate will come with seasoned expertise in contracts compliance and strong project management skills. They will have the experience and knowledge to achieve success in the deadline driven world of procurement and contracts.
We are looking for someone with exceptional interpersonal skills as they will be interacting with talented professionals from every division of Pierce Transit. The person we select will understand the value of collaboration and will enjoy building strong working relationships.
Working as an ally and a business partner, this person will ensure that contracts under consideration are in the agency's best interest. They will look at our current contracts to ensure they are performing as required and that all related activity is conducted within state, federal, and local regulations and requirements. Some of the regular duties of this position will include:

  • Coordinating, reviewing, tracking, overseeing and reporting on all contracts generated in Procurement.
  • Providing guidance to agency staff regarding contract administration, policies, and procedures and resolving related issues and concerns. 
  • Conducting contract closeout, ensuring files are complete, accurate and in compliance with local, state, and federal laws.
  • Ensuring compliance with prevailing wage laws and verifying that contractor qualifications and contract controls and agreements meet specific project requirements.
  • Collaborating and acting as liaison between Procurement, Legal Counsel and the Project Management Office to adopt best practices in contracting and to refine and update contract language and procedures to reflect the best interest of the Agency.

Essential Functions

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.

  1. Coordinates, reviews, tracks, and oversees all contracts generated in Procurement. Reviews contract requirements, special provisions, and terms and conditions to ensure fiscal integrity and general compliance with applicable federal, state and local regulations and requirements.
  2. Assists procurement staff and contract and project managers by performing technical administrative duties and processing project and contract related documentation to ensure contractors are performing as required, that invoicing is correct, and corrective actions are taken in a timely manner.
  3. Issues contract amendments, change orders, and renewals as needed.  Researches contract issues and prepares analysis related to contracts. Verifies bonding, insurance, and agreements meet specific project and contract requirements. Performs ongoing contract evaluations to ensure goods and services are delivered in accordance with contract requirements.
  4. Assists contract and project managers with monitoring contract expiration dates, ensuring compliance with terms and conditions by implementing other recommended actions. Conducts contract closeout, ensures files are complete, accurate and in compliance with local, state, and federal laws.
  5. Recommends if procurement practices and/or contract clauses need to be revised to ensure better contractual outcomes. Prepares correspondence to vendors/contractors, reports and other documents as needed. Provides guidance to agency staff regarding contract administration, policies, and procedures and resolves related issues and concerns.  Identifies training needs and provides training and technical assistance to project and contract managers. Researches contract issues and prepares analysis related to contracts. Performs tracking and reporting of contract status.
  6. Ensures compliance with prevailing wage laws and verifies that contractor qualifications and contract controls and agreements meet specific project requirements (e.g., Professional and Personal Service contracts, Information Technology contracts, Maintenance contracts and Public Works project requirements).
  7. Performs ongoing contract and contractor evaluations to ensure that goods and services are delivered or performed in accordance with contract requirements. Makes price adjustments, drafts cure notices, and/or recommends contract termination.
  8. Prepares, organizes, and maintains contract records and files documenting contractor performance and compliance. Assists contract and project managers with monitoring contract dates, ensuring compliance with terms and conditions and performing contract closeout activities.
  9. Collaborates and acts as liaison between Procurement, Legal Counsel and the Project Management Office to adopt best practices in contracting and to refine and update contract language and procedures to reflect the best interest of the Agency.
  10. Coordinates scheduling, reservations, legal notices, advertisements, display materials, and scheduling of staff/consultant participation in project related meetings and public hearings.
  11. Demonstrates regular and reliable attendance.
  12. Performs other related duties as assigned.

Qualifications

Knowledge of and skill in applying:

  • Applicable federal, state, and local laws, rules and regulations;
  • Contract and procurement processes, including public works, professional, personal and purchased services;
  • Prevailing wage and related laws;
  • MS Project and Excel and relevant project management software;
  • Principles and practices of project management;
  • Records management regulations, principles, practices, and techniques;
  • Customer service principles; and
  • Modern office equipment.

Skill in and ability to:

  • Interpret and apply applicable laws, codes, regulations and standards relating to project and record management;
  • Analyze and interpret fiscal, statistical and/or other related information and develop and implement recommendations based on findings;
  • Prepare reports, presentations and/or other related documentation and correspondence;
  • Interpret and apply program/project requirements; 
  • Monitor budgets, contracts and/or regulatory compliance of assigned project management area;
  • Provide customer service to internal and external customers;
  • Utilize organizational methods and procedures;
  • Demonstrate proficiency using a computer and relevant project management software applications; and
  • Communicate effectively with both internal and external customers.

Minimum Required:

  • Associate's Degree in Business Administration, Finance, Contract Administration, Project Management, or a related field

and

  • Three (3) years related experience with:
    • Two (2) years' experience specifically in:
      • Project management or
      • Contract administration and compliance including public works projects;

or

  • An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Ideal Qualifications:

  • Public sector contract compliance
  • Public works procurement

Supplemental Information

Application Instructions
To be considered for this vacancy, you must apply online via https://www.piercetransit.org/careers/

  1. The online application must include a chronological work history and/or education to include at least the last five (5) years.
  2. A letter of interest that clearly describes your experience as related to this position.
  3. At least 3 professional references should be included with names, professional titles, and current contact information.

Read The Following Information Completely:

  • Carefully review your application for accuracy, spelling and grammar before submitting.
  • Please ensure that your work history has been updated to include employment end dates as applicable.
  • The initial screening of applications will be solely based on the information provided in the supplemental questions and the content and completeness of the "work experience" and "education" sections of your application at www.piercetransit/careers/.

For questions regarding this recruitment or assistance with the application process, please contact Julie Stephens at (253) 983-2715 or jstephens@piercetransit.org.
If you are having technical difficulties in creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or email support@neogov.com. 
Pierce Transit Is An Equal Employment Opportunity Employer
Pierce Transit has a strong commitment to the community we serve and our employees. As an equal opportunity employer, we strive to have a workforce that reflects the community we serve. No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class.
Pierce Transit's Equal Employment Opportunity (EEO) policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.


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