Contract Administrator

Job Description:

Contract Administrator

Description

General

The Contract Administrator reports to the Manager, Procurement, and is responsible for administering contract compliance and budget for the Finance Division for the San Mateo County Transit District (SamTrans), the Peninsula Corridor Joint Powers Board (Caltrain), and the San Mateo County Transportation Authority (TA).

APPLICATION DEADLINE: Sunday, December 29, 2024 (1st cutoff Sunday December 1, 2024)

Essential Functions & Duties

• Administer contracts and maintain contract records for assigned departments.
• Monitor consultant performance to ensure compliance with contractual requirements.
• Provide research and interpretation on the resolution of contract questions, disputes, and findings.
• Develop scopes of work, independent cost estimates, schedules, and budgets for contracted services.
• Coordinate with internal and external stakeholders on procurements, audits, change orders, amendments, and payments.
• Analyze budgets for contracted services; identify and address budget issues.

Example of Duties:

• Assist stakeholders with preparation of technical scopes of work in preparation for solicitations.
• Issue and track work directives for on?call consultant projects against authorized contract capacity.
• Issue purchase orders for payment of work directives.
• Draft staff reports for Board approval of contract amendments. Create amendments for issuance to consultants.
• Run reports and analyze financial system data related to assigned contract spend. Monitor contract spend against established budget to ensure cost control.
• Review invoices for accuracy and compliance with contract stipulations and recommend approval or rejection.
• Identify corrective actions for non?compliance with contract terms and conditions.
• Work with other departments to provide support and/or coordination of contracts.
• Liaise with vendors, resolve account issues, and maintain auditable contract records and files for compliance with policy, rules and regulations.
• Participate in internal and external audits.
• Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Perform other duties as assigned.

Minimum Qualifications

Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• Bachelor’s degree in business administration, finance, accounting, public administration, economics, or a closely related field.
• Three (3) years full?time experience in contract administration, procurement, financial research, or analysis.

PREFERRED QUALIFICATIONS:

• Proficiency in the use of Microsoft Office Suite.
• Effective oral and written communication skills.
• Experience with an Enterprise Resource Planning system. PeopleSoft experience is desirable.
• Experience in public purchasing is highly desirable.
• One or more of the following Professional procurement certifications is desired: Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), Certified Purchasing Manager (CPM), or Certified Professional Supply Management (CPSM).

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health and Welfare Benefits:

• Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program.The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
  
• Free Dental and Vision Benefits provided - Employer Covers Premiums
  
• Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.
  

• Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.
  

Retirement Medical Benefits:

• Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
  
• Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.
  

Holidays and Paid Time Off:

• Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.25 hours).As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
  
• Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
  
• Floating Holidays - District employees can earn up to five (5) floating holidays.
  

Financial Planning Benefits:

• Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.
  

• CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
  
• Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
  
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
  
• Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.
  

Growth and Education Benefits:

• Professional Development - Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
  
• Computer Loan Program - Interest-free two-year loan with a maximum amount of $2,000.
  

Other Amazing Benefits:

• Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
  
• Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
  
• Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.
  

For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.

Closing Date/Time: 12/29/2024 11:59 PM Pacific

Salary:

$103,491.00 - $155,238.00 Annually