Contract Specialist

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Contract Specialist

Salary

$59,645.00 - $92,450.00 Annually

Location

California 90017, CA

Job Type

At Will Full Time

Remote Employment

Flexible/Hybrid

Job Number

23-2400116

Department

Purchasing, Contracts & Contract Co

Opening Date

04/17/2024

Closing Date

Continuous

• Description

• Benefits

• Questions

SUMMARY

PURPOSE OF POSITION

The Contracts Specialist performs quality control checks, confirms that contract and procurement processes conform to department standards, and validates the integrity of the data and information entered in SCRRA’s systems and contract and procurement documents.

TO APPLY: This is a continuous recruitment, with the first review of applications beginning May 1, 2024. Interested applicants are encouraged to apply immediately.

DISTINGUISHING CHARACTERISTICS

This job description is not part of a job series.

SUPERVISION EXERCISED AND RECEIVED

• Receives supervision from departmental management/supervisory level roles.

• No formal supervisory responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended to describe the general nature and level of work being performed and are not to be interpreted as an exhaustive list of responsibilities.

• Act as SCRRA’s procurement officer per delegated authority.

• Prepare Requests for Quotes (RFQs) and Invitations for Bid (IFBs) to solicit goods and services per SCRRA’s policies and procedures, and applicable rules and regulations.

• Create purchase orders for a variety of goods and services in Oracle.

• Review and monitor procurement plans and processes to validate that plans conform to department standards and policies.

• Establish and document data entry and management criteria and guidelines for contracts, purchase orders, and other purchasing documents managed in Oracle.

• Monitor failures to identify root causes and develop strategies to recommend to management for improvement in the overall quality and accuracy of data entry and data management processes.

• Research discrepancies and reconcile with procurement documents, receiving departments, and accounts payable.

• Research and analyze large data sets to present findings to Contract Administrators and department leadership.

• Support Contract Administrators as necessary.

• Maintain and monitor accurate filing.

• Process contract and purchase order close-out as instructed.

• Perform other related duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS

Education and Experience

• Bachelor’s degree in Public Administration, Business Administration, or a related field.

• A minimum of two (2) years of work experience performing a variety of business processes and data entry associated with monitoring, quality assurance, and data integrity.

• A combination of training, with a minimum of an Associate’s degree and/or experience that provides the required knowledge, skills, and abilities may be considered when determining minimum qualifications. Advanced relevant coursework may also substitute for a portion of required experience.

• Valid class C Driver’s License with a satisfactory driving record of no more than three moving violations and no DUIs within the last three years.

Preferred Qualifications

• Prior experience in the procurement function.

• Prior experience in the public sector.

• Prior experience in a railroad environment.

• Familiarity with Federal Transit Administration Circular 4220.1F (or most recent) and/or 2 CFR Part 200 Uniform Administrative Requirements.

• Familiarity with Federal Acquisition Regulations.

• Experience with Maintenance, Repair and Operations (MRO).

• Experience with Davis-Bacon Act covered work.

Knowledge, Skills, and Abilities

Knowledge of:

• Public contracting principles.

• California and Federal laws applicable to procurement for public agencies.

• Microsoft Word or equivalent software application for text editing.

• Microsoft Excel or equivalent software application for spreadsheets and data analysis.

• Oracle ERP, PlanetBids, or other automated applications related to procurement.

• Cost/price analysis.

• Six Sigma knowledge.

Skilled in:

• Verbal and written communication.

• Organization and time management.

• Detailed data accuracy and analysis.

Ability to:

• Read and comprehend Contracts terms and conditions.

• Collaborate with other departments.

• Exercise initiative and judgment in carrying out detailed projects and tasks.

• Balance multiple tasks simultaneously.

• Handle confidential information.

• Ensure accuracy and compliance.

PHYSICAL REQUIREMENTS

• Transition between a stationary position at a desk or work location and move about Metrolink facilities or other work site locations

• Operate tools to perform the duties of the position such as computers, office equipment, and work-related machinery.

• Transport equipment or boxes up to 25lbs.

• Exchange ideas by means of communication.

• Visual acuity to detect, identify, and observe employees or train movement, and any barriers to movement, when working on or near railroad tracks.

• Hear and perceive the nature of sounds when working on or near railroad tracks.

• Balance, ascend/descend, climb, kneel, stoop, bend, crouch, or crawl within assigned working conditions and or locations.

WORKING CONDITIONS

Position requires work in a normal office environment with little exposure to excessive noise, dust, or temperature. Work may also be conducted in outdoor environments, at construction sites, Railroad Track and Right-of-Way environments, and warehouse environments, with possible exposure to moving mechanical parts, and loud noises (85+ decibels, such as heavy trucks, construction, etc.)

Southern California Regional Rail Authority is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Authority will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

SUPPLEMENTAL INFORMATION

Selection Process:

Following a review of resumes and/or applications, the most highly qualified candidates will be invited to continue in the selection process. Eligible applicants will be notified of the exact time and place of assessments and interview. Candidates will be interviewed to determine their relative knowledge, skills and ability in job related areas. Offers of employment may be contingent upon successful completion of a reference check, including degree verification and criminal records check provided through SCRRA.

Internal Candidates: Employees with active discipline as defined in the HR Policy No. 5.3 Positive Discipline Program and/or with performance that does not meet the standard for "meets expectations" as defined in the Performance Planning and Appraisal Process may be precluded from consideration and placement in the position.

In compliance with the Americans with Disabilities Act, the SCRRA will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

The SCRRA is an Equal Opportunity Employer. EEO/ADA

MEDICAL:

SCRRA offers a choice of twelve (12) health plan options provided through the California Public Employees' Retirement System (CalPERS). You may choose from up to ten (10) Health Maintenance Organization (HMO) plans and two (2) Preferred Provider Organization (PPO) plans. Some health plans are only available in certain counties and/or zip codes.

You contribute 12.5 percent of the plan premium for coverage of you and your eligible dependents.

You may waive coverage if you are covered under another group health plan; you must provide proof. Once you waive coverage, you will only be allowed to enroll during Open Enrollment or within 60 days from the date on which your other coverage is no longer available (proof is required). If you elect to waive coverage, you will receive $300.00 per month taxable earnings, paid in two installments of $150 each on the first two paychecks of the month. A retiree or an employee who is a spouse, child, or any other eligible dependent of another SCRRA employee is not eligible for the opt out/cash in lieu credit if he/she is covered under a SCRRA health plan.

Eligibility begins the first of the month following hire date or qualifying event.

DENTAL:

SCRRA offers two dental options provided by Delta Dental. Under the DeltaCare (HMO) program, you must select a contract dentist within their network to perform your dental services. If you require treatment from a specialist, your contract dentist will handle the referral. Many services are covered at no cost to you. A co-payment applies for other services.

The Delta Dental PPO plan allows you to visit a dentist of your choice, change dentists at any time, go to a dental specialist of your choice, receive dental care anywhere in the world, and save on out-of-pocket expenses when you visit a PPO network dental office.

SCRRA pays the full premium for coverage of you and your eligible dependents under both plans.

Eligibility begins the first of the month following hire date or qualifying event.

VISION:

SCRRA offers two (2) vision plans through Vision Service Plan (VSP), providing coverage for eye examinations, prescription eyewear and contact lenses through network providers. You have the option of seeing out-of-network providers, but full reimbursement is not guaranteed.

VSP has contracted with many laser surgery facilities and doctors, offering you a discount on PRK and LASIK surgeries.

If you enroll in the VSP Basic Plan, SCRRA pays the full premium for coverage of you and your eligible dependents. If you enroll in the VSP Buy-up Plan, which offers enhanced vision benefits, you pay the difference between the cost of the Basic Plan and the Buy-up Plan.

Eligibility begins the first of the month following hire date or qualifying event.

FLEXIBLE SPENDING ACCOUNTS:

Flexible Spending Accounts (FSA) allow for the deferral of pre-tax dollars to be used for reimbursement of eligible medical and dependent care expenses. You can set aside up to $3,050 for health care expenses and $5,000 per family for dependent care expenses annually.

Eligibility begins the first of the month following hire date or a qualifying event.

GROUP TERM LIFE INSURANCE:

SCRRA provides for an amount equal to one (1) time your annual salary, rounded to the nearest $1,000, to a maximum of $200,000. Your life insurance benefit will reduce to 65% at age 65 and 55% at age 70.

IRS regulations require that the portion of Group Term Life (“G.T.L.”) insurance benefits provided to you by SCRRA, which exceeds $50,000, be added to your Federal, State, and Medicare taxable earnings for W-2 reporting. This amount is reflected on your pay statements each pay period in the “Other Benefits and Information” section.

In addition, SCRRA offers a voluntary plan, which may be purchased in increments of $10,000 to a maximum of $100,000 without evidence of insurability (initial enrollment period only) and up to 5 times your salary to a maximum of $500,000 with evidence of insurability. Dependent life options are also available. The voluntary plan is portable; you may retain it if you leave SCRRA and pay the premium.

Eligibility begins the first of the month following hire date or qualifying event.

ACCIDENTAL DEATH & DISMEMBERMENT:

SCRRA provides for an amount equal to one (1) time your annual salary, rounded to the nearest $1,000, up to a maximum of $200,000. Your AD&D insurance benefit will reduce to 65% at age 65 and 55% at age 70. In addition, SCRRA offers a voluntary plan, which may be purchased in increments of $10,000, subject to a maximum of the lesser of 5 times your annual salary or $500,000. Dependent AD&D options are also available.

Eligibility begins the first of the month following hire date or qualifying event.

SHORT TERM DISABILITY:

You are covered under the California State Disability Insurance (SDI) Program. Your maximum benefit amount is 52 times your weekly benefit amount or the total wages subject to SDI tax paid in your base period, whichever is less. Employees pay a mandatory contribution, through payroll deductions, for coverage under the SDI program. The contribution rate for 2023 is 0.9 percent of earnings. The SDI taxable wage limit is $153,164, with a maximum withholding of $1,378.48 per employee for calendar year 2023.

LONG TERM DISABILITY :

SCRRA provides for income replacement of 60 percent of monthly earnings subject to a maximum benefit of $7,500 per month up to age 65. To qualify, you must be on disability for 90 days. (Note: there is a pre-existing condition clause in this program.)

Eligibility begins the first of the month following hire date or qualifying event.

VOLUNTARY BENEFITS:

SCRRA offers the following employee-paid voluntary benefits, provided by Aflac:

• Group Accident Insurance helps pay for out-of-pocket costs that arise from covered accidents, such as fractures, dislocations, and lacerations.

• Group Critical Illness Insurance helps pay for the expected and unexpected expenses that arise from diagnosis of a covered critical illness, such as cancer (internal or invasive), heart attack, stroke, end-stage renal failure or a major organ transplant.

• Group Hospital Indemnity Insurance helps pay for the out-of-pocket costs associated with a hospital stay, including benefits for hospital confinement, hospital admission, hospital intensive care and intermediate intensive care step-down unit.

• Group Short-Term Disability Insurance pays a monthly benefit directly to an employee who is off work due to an injury or illness for up to three (3) months after a seven (7) day waiting period.

Eligibility begins the first of the month following hire date or qualifying event.

9/80 ALTERNATIVE WORK SCHEDULE:

SCRRA offers a 9/80 Alternative Work Schedule (AWS). During a 10-day work period, you work eight 9-hour days, one 8-hour day and have one day off. Your day off can be Monday, Wednesday, or Friday. Approval from your supervisor, chief and HR is required to participate in the 9/80 AWS program.

TELECOMMUTING SCHEDULE:

SCRRA offers employees the option to telecommute up to two (2) days per week. At the CEO’s discretion, the maximum number of days per week may be increased due to a natural disaster, pandemic, civil unrest, federal/state/local stay-at-home order, or other special circumstances. Approval from your supervisor, chief and HR is required to participate in the telecommuting program. Employees on a 9/80 schedule cannot telecommute.

HOLIDAYS:

SCRRA observes twelve (12) holidays a year: New Year's Day, Martin Luther King Day, President’s Day, Cesar Chavez Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day.

PAID TIME OFF (PTO):

SCRRA provides employees with Paid Time Off (PTO) for vacations, illnesses, injuries, medical/dental appointments, religious holidays, personal business, and emergencies as follows:

0-4 years of service - 25 days

5-6 years of service - 30 days

7th year of service - 32 days

8th year of service - 33 days

9th year of service - 34 days

10-14 years of service - 35 days

15-19 years of service - 38 days

20 or more years – 42 days

At the CEO’s discretion, prior service at a public transportation or public agency, or rail transportation company may be counted towards an employee’s total service years to increase the employee’s PTO accrual rate. To be considered, Human Resources requires that a written request along with verification and confirmation of the years of service be provided prior to the start of employment with SCRRA. Human Resources will provide the final determination on behalf of the CEO.

EMPLOYEE ASSISTANCE PROGRAM (EAP):

SCRRA offers you and your immediate and dependent family members confidential counseling 24 hours a day, 7 days a week for family, personal, work-related and substance abuse issues through the EAP. You are entitled to a telephone session(s) with a trained EAP professional to assess the nature of the problem and provide a referral for additional assistance, if needed. Services also include three (3) face-to-face counseling sessions per family member per six (6) month period.

HEALTH ADVOCACY SERVICES:

SCRRA offers you and your eligible dependents free health advocacy services through Health Advocate. You are entitled to unlimited calls with trained professionals who can help you navigate the healthcare and insurance systems.

RETIREMENT PLAN:

The SCRRA contracts with the California Public Employees' Retirement System (CalPERS). You pay a 7.00 percent employee contribution and SCRRA pays an employer contribution, which varies each year. To be eligible for service retirement, you must be at least age 52 and have a minimum of five (5) years of CalPERS-credited service. Upon retirement you are entitled to a monthly retirement benefit based on your years of credited service, age, and average compensation during your last three (3) years of service (“final compensation”). The retirement formula for New Members is 2%@62, which means at age 62, you receive 2 percent of your final compensation for every year of service.

Upon separation from employment with less than 5 years of credited service, you may request a refund of your employee contributions only, including interest, and end your membership with CalPERS, or leave it in your account and retain your service credit should you decide to work for another CalPERS-covered agency. If you are vested upon separation but do not retire, you may leave your contributions in your account until retirement or elect a refund.

SOCIAL SECURITY:

You do not participate in Social Security except for Medicare. You will contribute 1.45 percent of your pay to cover the hospital insurance portion of Medicare.

*Additional Medicare Hospital Insurance Tax: As of January 1, 2013, employees are required to pay an additional 0.9 percent Medicare tax on earnings above $200,000 (for those who file an individual return) or $250,000 (for those who file a joint return). This additional hospital insurance tax is not reflected in the rate above.

RETIREE MEDICAL:

Unrepresented employees hired before 11/1/18*: You will be eligible for medical coverage when you retire if your separation date and retirement date are within 120 days of each other. SCRRA pays the same amount for retirees as it does for active employees, which is currently 87.5 percent of the applicable premium.

Unrepresented employees hired on or after 11/1/18: You will be eligible for medical coverage when you retire if your separation date and retirement date are within 120 days of each other and you have a minimum of 10 years of credited CalPERS service, five of which must be performed at SCRRA. SCRRA pays a percentage of the state annuitant contribution rate** in accordance with the vesting schedule below:

10 Years of CalPERS Service - 50%

11 – 19 Years of CalPERS Service - 50%, plus 5% for each additional year of service

20+ Years of CalPERS Service - 100%

*Once each year the employer may allow unrepresented employees hired before 11/1/18 the opportunity to individually elect to be subject to the vesting schedule.

**The state annuitant contribution rates for 2023 are: $883 (Retiree Only); $1,699 (Retiree + 1 Dependent); $2,124 (Retiree + Family).

DEFERRED COMPENSATION PLAN (457) :

You are eligible to set aside a portion of your current income without paying taxes on that money until it is received later during retirement when taxes may be lower. In 2023, you can defer up to 100 percent of your gross compensation or $22,500 annually, whichever is less (“normal contribution limit”). You may make an additional $7,500 contribution to the plan if you are age 50 and older. If you are at least within three years of the age in which you are eligible to receive unreduced benefits under our CalPERS retirement plan, you may contribute up to double the normal contribution limit, or $45,000.

TRANSPORTATION PASSES:

You may use your employee badge for unlimited free access to all Metrolink lines and trains. Your badge cannot be used on connecting public transportation. However, if you commute to/from work on Metrolink on a regular basis and need to connect to other public transportation (e.g., Metro Red or Purple Line) you can be issued a Metrolink pass with the appropriate station pair, which will also give you access to connecting transportation.

You are also eligible to receive a free transit pass to ride any greater Los Angeles area transit system other than Metrolink (such as, Metro, Foothill Transit, LADOT, and LOSSAN) for commuting purposes. The commuter transit pass has a value up to the monthly maximum tax-free transit pass amount established by the Internal Revenue Service ($300 in 2023). You are responsible for any transit fares above the IRS monthly cap. To receive this benefit, the SCRRA requires each employee to use public transportation to commute to and from work three (3) or more days per week.

OTHER BENEFITS:

Educational Assistance - SCRRA will reimburse an employee up to $1,000 per fiscal year for tuition, books and mandatory student fees for courses that are relevant to employment. No reimbursement is allowed for parking.

Professional Memberships - SCRRA pays up to $300 per year for professional memberships.

Credit Union Membership - SCRRA offers credit union services for employees and their family members, provided by Northrup Grumman Federal Credit Union.

Jury Duty - SCRRA will continue an employee's salary during any non-voluntary jury service up to a maximum of ten (10) working days.

Pregnancy Disability and Family and Medical Leaves - A leave of absence may be paid or unpaid and shall be granted in accordance with applicable federal and state laws, and SCRRA policy. Refer to the Human Resource Policies and Procedures Manual for more detailed information.

Bereavement Leave - In the event of death in an employee’s immediate family, the agency grants up to three (3) working days, with pay, to handle family affairs and to attend the funeral. When an employee needs to travel outside the radius of the five (5) member agencies due to the death of an immediate family member, the Authority grants up to five (5) working days, with pay.

Military Leave - Employees will be paid for the annually required active period. At the discretion of the Chief Executive Officer, and with Board notification, paid military leave may be granted beyond what is provided by the applicable state law.

01

The information you provide on these supplemental questions will be evaluated and used to determine your eligibility to participate in the next phase of the recruitment process. Please note that all information is subject to verification. Falsification of any information may result in disqualification or dismissal. Please note: "See resume" is not a sufficient response. I understand the above information and instructions.

• Yes

• No

  02

  Which best describes your highest level of education?

• High School Diploma or Equivalent

• Associate's Degree

• Bachelor's Degree

• Master's Degree or Higher

  03

  Do you have any work experience in the railroad industry?

• Yes

• No

  04

  Describe any experience you have with automated applications related to procurement. ex (Oracle ERP, PlanetBids)

  Required Question

Agency

Southern California Regional Rail Authority

Address

900 Wilshire Blvd. Suite 1500 Los Angeles, California, 90017

Website

http://www.metrolinktrains.com

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