Contracts and Procurement Specialist

Job Purpose and Summary

This position is responsible for performing professional level work coordinating contract administration and procurement activities for a variety of professional services including engineering, technology, financial, and other consulting services on behalf of the Pennsylvania Turnpike Commission (PTC). Work at this level is distinguished from lower-level procurement positions by the ability to independently administer transactions and contracts in more than one area of procurement which requires coordination with various departments across the organization. Work performed involves the administration of confidential contract and procurement issues which requires significant discretion. Work is performed with independence and is reviewed by an administrative superior for conformance with PTC standards and objectives. 

Essential Functions & Responsibilities

• Provides advice, training, and guidance to departments regarding proper contracting and procurement procedures. Ensures all legal, regulatory, and procedural requirements are met.
• Develops and coordinates the preparation of Requests for Proposal, Information, and/or Quotation with various departments. 
• Prepares materials and maintains records in accordance with PTC policy and Professional Services Procurement Procedures.
• Works with vendors to ensure all procurement documents are clearly understood. Provides additional information upon request and reviews proposals from vendors for compliance with contract and procurement regulations and limits.
• Participates on or facilitates evaluation committees to review proposals/quotations for contraction recommendation. 
• Drafts agreements and facilitates negotiations of prices, terms, and conditions. Ensures all terms are clear and beneficial to the PTC. Secures necessary approvals and signatures utilizing the PTC’s contracts lifecycle management system. Acts as the main point of contact for contract-related communications, and as a liaison between internal teams and external parties. 
• Administers and follows contracts throughout their lifecycle, from initiation to execution and corresponding renewals. Ensures that assigned contracts are administered in accordance with federal and state laws and regulations, and PTC policies and procedures.
• Analyzes and monitors contract performance and compliance and maintains contractual usage records, obligations, expiration dates, and expenditures. Communicates with departments to help resolve issues that arise (e.g., invoicing, audit resolutions, insurance, bonds, vendor performance, etc.) and ensures that all parties fulfill their obligations. 
• Processes shopping carts for purchases and work orders. Expedites purchases. Analyzes, compiles, and prepares bid/proposal requests. Utilizes the enterprise resource planning system (ERP) in accordance with policies and procedures. Appropriately handles change orders and necessary approval memorandums.
• Uses situational awareness to anticipate and prevent accidents.    
• Performs related duties as assigned.

Qualifications

• Eight (8) years of experience in strategic sourcing, purchasing, contract administration, supply-chain management, engineering, project management, or business administration;
  OR
• Four (4) years of experience in strategic sourcing, purchasing, contract administration, supply-chain management, engineering, project management, or business administration AND a bachelor’s degree in business administration, engineering, supply-chain management, public administration, or related field;
  OR
• One (1) year as a Procurement Analyst at the PTC.
  Equivalent combination of education and/or experience may be accepted. 

Competencies

Physical Demands and Work Environment

Position demands include frequent speaking, writing, and reading reports. Position requires occasional work at a computer utilizing business programs and PTC specific operating systems. Position requires occasional travel and/or fieldwork with exposure to roadway traffic. Occasionally works outside of normal business hours for assigned work assignments.

Office environment with low levels of noise, adequate lighting, and comfortable temperature. Field environment may include exposure to moderately adverse and undesirable conditions. Physical environment is generally safe, but safety equipment or precautions must be followed in field conditions.  

Disclaimer

The information provided in this job description has been designed to indicate the general nature and level of work performed by the incumbent(s) within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, and working conditions required of the employee(s) assigned to this job. Management has the discretion to add or modify duties of the job and to designate other functions as essential at any time.