Contracts Administrator, Senior

$133,247 - $133,247/Yr

Orange County Transportation Authority - Orange, CA

Full-time - Mid Level

Remote - Orange, CA

Transit and Ground Passenger Transportation

About the position

The Contracts Administrator, Senior/Contract Administrator position at OCTA involves overseeing a wide range of complex technology, construction, rolling stock, professional, architectural, or engineering projects. The role is crucial in administering all phases of the procurement process for goods and services, which includes planning, budgeting, and procurement. The administrator will work closely with project managers to assess vendor performance and implement necessary changes to contractual terms. This position also requires resolving complex contract performance issues, ensuring that contracts protect the agency's interests while adhering to established policies and procedures. In this role, the Contracts Administrator will develop a deep understanding of internal customers' budgeting needs and procedures, providing procurement strategies for major projects. Responsibilities include reviewing requisitions for funding availability and account code accuracy, assisting project managers in developing scopes of work, and issuing Requests for Proposals for complex procurements. The administrator will evaluate bids, proposals, and quotations, conduct cost and price analyses, and lead negotiations to create and issue contracts and purchase orders. Additionally, the role involves ensuring contract compliance, reviewing and approving invoices, and overseeing claims and invoices submitted against contracts. The position also requires preparing complex contract amendments, revisions, terminations, and close-outs, as well as negotiating settlements for contract disputes. The administrator will compile and prepare comprehensive summaries of procurement processes for presentation to the agency's executive management team and Board of Directors. This role demands a strong understanding of contracting principles, applicable laws, regulations, and policies, along with the ability to prepare various reports and provide training and mentoring to lower-level staff. Overall, this position is integral to maintaining the integrity and efficiency of OCTA's procurement processes and ensuring successful project outcomes.

Responsibilities

• Ensures contracts protect agency's interests and uphold policies and procedures.
• Develops understanding of internal customers' budgeting needs and procedures; provides procurement strategies for all major projects; reviews requisitions for funding availability and account code accuracy.
• Assists project managers in developing scopes of work and develops and issues Request for Proposals for highly complex procurements; determines appropriate procurement methods.
• Confers with project managers to prepare presentation materials and conduct pre-proposal/bid conferences and site visits.
• Evaluates bids, proposals, and quotations; conducts cost and price analysis; chairs evaluation committee meetings and conducts vendor interviews; determines consultant/contractor selection recommendations.
• Leads negotiations, creates, prepares, and issues contracts and purchase orders for highly complex procurements.
• Confers with project manager to ensure contract compliance and conformance to applicable laws. Reviews and approves invoices for major projects. Oversees the review, documentation, and approval of claims and invoices submitted against contracts.
• Prepares complex contract amendments, revisions, terminations, and close-outs. Negotiates settlement of contract disputes.
• Analyzes, compiles and prepares comprehensive summaries of procurement processes and results for presentation of awards, amendments, and other contract changes to agency's executive management team, Board of Directors, and Board committees.
• Interprets and applies contracting principles, applicable laws, regulations, and policies and procedures.
• Prepares or directs the preparation of various periodic and special reports; assists in providing training and mentoring to lower level staff; makes recommendations for improving operating procedures and policies.

Requirements

• Bachelor's degree in Business or Public Administration, or closely related field.
• Minimum of five years of experience in the development and administration of contracts for the Senior position.
• Minimum of three years of purchasing experience, preferably in the development and administration of public contracts for the Contract Administrator position.
• Knowledge of principles and practices used in the development of contracts, contract administration, contract law, and accounting.
• Familiarity with legal language and terminology, methods and techniques of negotiation, and principles of business letter writing and report preparation.
• Ability to interpret and apply applicable federal, state, and local laws, codes, and regulations.

Nice-to-haves

• Experience in public sector procurement processes.
• Advanced negotiation skills and experience in resolving contractual disputes.
• Familiarity with federal, state, and local codes, laws, and regulations including contract law and Uniform Commercial Code.

Benefits

• Medical, dental, and vision health insurance programs.
• Flex time (may be available).
• Paid sick leave, paid vacation, and holidays.
• Short-term and long-term disability insurance.
• Life insurance and flexible spending accounts.
• Retirement and deferred compensation plan.
• Educational reimbursement and excellent in-house training programs.
• Free transportation passes for the employee and dependents.
• Wellness and ergonomic programs.
• Hybrid remote work program, dependent on manager's approval.