WHO WE'RE LOOKING FOR
The Support Specialist III, Contracts reports directly to the Manager, Procurement. This position provides high-level a support to contract administrators (CAs), buyers and procurement management to ensure timely purchasing of high-dollar supplies, equipment, services and construction using formal source selection methods (IFB, RFP, and SOQ) according to public purchasing rules; provides high-level administrative support to contract administrators (CAs), buyers and procurement management related to the administration of the resulting contracts through closeout. Assembles and prepares weekly procurement timeline and administers Procurement’s Open Contracts on CapMetro’s public facing website. Works within established procedures and refers non-routine questions to manager. Position requires a high degree of accuracy, problem-solving, discretion, multi-tasking, and planning, with minimal supervision and requires the ability to maintain confidentiality. This position will also serve as a resource, trainer, and mentor for the Support Specialist I and II positions. #LI-Hybrid
WHAT YOU'LL BE DOING
- Assemble, format, draft, edit, proofread and assist in the production of complex solicitation and contract documents; conform contract documents and prepare documents for execution.
- Prepare documents, update and upload solicitation documents to issue timely solicitations.
- Set up all phases of the evaluation process for RFPs and SOQs in a timely and accurate manner: upload revised documents; create score sheets and matrixes for each evaluator; build folders in the Procurement Evaluation Library and create URL links to each.
- Assist CAs and Buyers in ensuring timely and accurate print advertising is in place following approval of solicitations. track proofs and postings.
- Setup virtual conferences audio-visual, aid CAs/Buyers to set up conferences; liaise with CA staff and procurement management to ensure Board Resolutions and procurement summaries are prepared in a timely manner for monthly Board of Directors meetings; prepare Board Book for the Chief Contracting Officer. Prepare and update status reports related to active and upcoming solicitations.
- Develop bid tabulations; pricing worksheets; evaluation matrices by uploading data in an accurate and timely manner.
- Issue advance notices to vendors and tracks responses. Develop solicitation mailing and source lists. Schedule and assist with virtual pre-proposal/submittal and pre-bid conferences; compile and distribute materials for evaluation committees; send out timely calendar invitations to project team for various stages of the evaluation process; set up/break down meeting in-person, conferences
- Review audio tapes from pre-proposal/bid conferences and oral discussions to ensure accuracy and upload to SharePoint.
- Accurately file all solicitation and contract documents electronically and ensure that hard copies are properly filed in the solicitation and/or contract files.
- Obtain DBE/SBE goal requirements from the Office of Diversity Equity and Inclusion (DEI) and provide updated information on active solicitations and contracts; obtain insurance requirements from Risk Management and accurately update solicitation templates.
- Prepares and distributes weekly Procurement Timeline; Administers and Maintains Open Contracts site on CapMetro’s Website
- Provide high level administrative support to the Office of Diversity.
- Monitor and track bid/proposal receipts; track status of procurement management and legal review, following up when necessary.
- Assist Buyers and Contract Administrators where required, including reviewing documents for completeness and accuracy and conducting research relating to upcoming acquisitions or on contracts.
- Search the Texas Department of Insurance website to confirm insurance companies are licensed to do business in the State of Texas.
- Maintain active solicitations and contracts, including mods and amendments, in Procurement Public Contracts & Solicitation Library; generate links to FTP site when necessary
- Serve as the formal point person in the absence of the Procurement Executive Assistant:
- Support Capital Metropolitan Transportation Authority’s Safety Management Systems (SMS) process by following safety and security policies, considering safety in every action and reporting safety and security concerns.
- Perform other duties as required and/or assigned.
- Update Vendor Maintenance in Oracle
- Schedule Meetings and prepare documents
- Monitor Procurement Help in box
WHAT YOU BRING
- Bachelor’s degree in Business Administration or related field required. Related experience may be substituted on a one-for-one basis up to four (4) years.
- Four (4) years of progressively responsible administrative support experience.
- Experience preparing spreadsheets and tracking milestones.
- Experience working in a transit agency or other governmental agency preferred.
