What are the responsibilities and job description for the Lead Contract Specialist position at NJ Transit?
Move Forward with us! At NJ TRANSIT, you’ll join us in transforming the third-largest transportation agency in North America. We are committed to delivering safe, reliable service that gets our customers to their destinations on time- and we’re looking to hire talented folks with a commitment to excellence.
Summary
Leads and executes procurements under the direction of Procurement & Logistics Department management. Interact professionally with executive level stakeholders and management.
Solicitation Management Responsibilities
1. Solicitations assigned to Lead Contract Specialists typically are large sized procurements; very large volume procurements across a category; category-wide solicitations; or significant activities within a mega-project solicitation.
2. Works with stakeholders to develop procurement category strategies for more routine type procurements.
3. Researches and conforms specifications for services, goods, or equipment for Solicitations (Requests for Proposals (RFPs) and Invitations for Bids (IFBs)).
4. Reviews the proposed specifications, contract awards, change orders and amendments including justification memoranda for conformance with applicable regulations and consistency with procurement process of other contract specialists on the team. Coordinates review of IFB and RFP packages by appropriate departments, advises project manager of review results.
5. Conducts bid and proposal processes. Establishes and maintains procurement schedules. Performs prequalification appraisals. Coordinates technical evaluation committees. Distributes bid and proposal packages, and communicates with vendors, contractors and consultants. Tabulates bids and proposals.
6. Reviews, analyzes, and appraises bids and proposals. Performs cost and price analyses. Negotiates scopes of service, direct and indirect costs, fees, and terms and conditions. Prepares Cost Analysis and Negotiation documentation and recommends contract award.
7. Tracks procurements through the Board process to contract award. Prepares Procurement fact sheets for Board Liaison.
8. Coordinates contract approval and execution process.
9. Issues Purchase Orders (POs) against Requisitions in support of procurements or for stand-alone small purchases.
10. Assures that all required documents, representations, and certifications are properly executed and attached to Pos and associated files as required.
Contract Management Responsibilities
1. Tracks expiration dates of current contracts and updates specifications to re-procure in a timely manner.
2. Reviews, analyzes, and appraises contract changes, disputes and claims in accordance with Federal, State and NJTRANSIT procurement rules and regulations. Evaluates entitlement and conducts cost analyses. Negotiates change orders and claim settlements. Assembles and prepares justification documentation and recommends execution of contract amendments.
3. Issues changes to POs against Requisitions in support of changes.
4. Performs contract administration in conformance with FTA and State regulations. Interprets contract terms and conditions, maintains documentation, and coordinates issues with appropriate departments. Monitors contract performance and compliance with terms and conditions. Performs closeout of contracts.
5. Tracks change orders through the Board process to execution.
Systems of Record Responsibilities
6. Performs all duties within the currently approved systems of record or, where manual processes are employed, properly maintains documents in conformance with document control policies.
7. Provides feedback and input on planned or new systems.
Training Responsibilities
8. Remain current on all required training.
9. Create a development plan for your career.
10. Seeks out and gains training to increase proficiency in procurement, procurement categories, or other appropriate topics.
11. Coaches and advises others in the conduct of procurements and subsequent contract administration.
Leadership Responsibilities
12. Develops expertise in the requirements of one or more procurement categories such as IT, capital project, professional services and/or rolling stock purchase or rolling stock spare parts
13. Supervise others’ work in the execution of certain larger procurements.
14. Provides advice to the leadership of the Procurement & Logistics Department within the areas of expertise and assignment.
Other Responsibilities
15. Plans, tracks, reports on work activities with the end result being professional, transparent, efficient execution of duties.
16. Provides both proactive and prompt responsive customer service to client departments on their procurements.
17. Develops and maintains professional working relationships with key business partners to fully understand business needs, plan for future work, advise on engagement with procurement, and mitigate interdepartmental problems.
18. Leads and organizes customer service meetings for clients within the team’s portfolios. Runs reports to track the team’s progress in order to ensure deliverables and timelines are met.
19. Performs other duties as assigned by Procurement Leadership.
Education, Experience and Qualifications
Bachelors degree and 8 years of related experience.
One year of closely related work experience can be substituted for each year of education required.
Masters degree, Professional License, or Certification preferred.
Master s degree may be allowed to replace 1 year of experience.
The degree(s) must be in Business, Public Administration, Law, Engineering, Economics, IT or
related degree.
3 years of experience within the procurement category identified for this position if applicable.
Government sector experience preferred.
Knowledge and Skills
Technology – Must be able to work proficiently in the following Systems of Record: ECMS, Microsoft Office Suite (Outlook, Access Databases, Excel Spreadsheets, Word, PowerPoint, Project, Teams), Adobe, Oracle ERP, Kronos, Bid Express, and other systems in use or under development. Systems may change over time.
Communication
- Must be able to understand active listening and have excellent written and verbal communication skills required.
- Must be able to develop and deliver professional presentations.
Leadership – Must have experience interacting with executive leadership.
Procurement
- Must be able to adhere to KPIs.
- Must have experience with scheduling and cost analysis.
- Must have experience with Strategic Sourcing or Supplier Relationship Management or government procurement.
- Must be experienced in Contract Writing and Negotiations.
Must understand the regulatory and statutory basis for public procurements.
At NJ Transit, you will enjoy a competitive salary and excellent benefits package:
- Comprehensive Family Health Insurance – Medical, Prescription, Dental, Vision
- Flexible Spending Account
- Life Insurance
- Paid Leave
- Tuition Assistance
- Pre-Tax Commuter Benefits Plan
-
Retirement Plans
- 401(a) - Retirement plan with a 6% employer contribution
- 401(k) - Retirement saving plan with up to an 3% company match
- 457(b) - Deferred Savings Plan
At NJ TRANSIT, diversity and inclusivity are vital to our success as we are committed to hiring individuals from diverse backgrounds, experiences, abilities, and veteran status. As an Equal Opportunity Employer, we encourage all qualified applicants to apply and join our team.
Learn more about NJ TRANSIT! Sign up to receive an invitation to our next live information session at WWW.NJTRANSIT.COM/BEST
