SUMMARY PURPOSE OF POSITION
The Contract and Compliance Administrator will assist SCRRA departments with the development of new solicitations and contracts and will provide guidance in the ongoing administration of a variety of contracts for construction, operations, maintenance, and professional services.** This position is eligible for telecommuting (hybrid) upon hiring manager and Human Resources approval. ** TO APPLY:
This is a continuous recruitment with the first review of applications beginningMarch 2, 2023.
Interested applicants are encouraged to apply immediately.DISTINGUISHING CHARACTERISTICS
This is the entry level in the Contract and Compliance Administrator series. At this level, assignments are generally limited in scope and are performed within a procedural framework established by higher-level employees.SUPERVISION EXERCISED AND RECEIVED
- Receive general oversight from senior staff, Director, or Executive 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.
- Administer and monitor contracts to ensure compliance with applicable local, state and federal laws, rules and regulations, as well as SCRRA Policies and Procedures.
- Plan procurements and set pre-award schedules for contracts including Board actions.
- Request quotes and prepare solicitation documents for Invitations for Bids, Requests for Proposals, and Requests for Qualifications.
- Coordinate Pre-Bid/Proposal meetings to present projects and solicitations to potential bidders/proposers.
- Prepare draft award recommendations and Board Reports.
- Conform final contract documents and blanket purchase orders.
- Prepare required reports and correspondence.
- Attend various meetings, including pre-Bid/Proposal conferences and post-award debriefings.
- Monitor all aspects of contract compliance.
- Serve as a liaison between contractors, other departments, and other outside entities as required and assist in resolving conflicts between contractors and SCRRA.
- Issue Task Orders.
- Process approvals per assigned delegation of authority.
- Review contractor invoices for contractual compliance.
- Conduct closeout actions upon contract completion such as final audit, payment, release of committed funds etc., under direction of Agency Management.
- Contribute to the advancement of SCRRA’s goals through commitment to productive collaboration with all stakeholders.
- Conduct or assist in negotiations of prices and contract terms and conditions.
- Process purchasing requisitions and prepare purchase orders.
- Prepare items for review in coordination with senior staff.
- Review, approve, and negotiate requests for change orders and contract amendments.
- Provide response for contract usage, budgeting, and other relevant contract information as needed for relevant departments and to satisfy legal and contractual requirements.
- Train internal customers and be a change agent on policies and procedures regarding procurement and contract compliance.
- 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 four (4) years of work experience successfully performing contract administration functions, proposal preparation, contract negotiation, and procurement or a majority of the duties described above.
- A combination of training, education, 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.
KNOWLEDGE, SKILLS AND ABILITIES
- Experience with construction, Maintenance, Repair and Operations (MRO), or other facilities related projects.
- Familiarity with Davis-Bacon Act and public works.
Knowledge of :
- Public contracting principles
- California and Federal laws applicable to contracts used by public agencies. Prior contracting experience under Federal Transit Administration (FTA) regulations will be taken into consideration
- Cost/price analysis
- Regulated environment
Skilled in :
- Verbal and written communication
- Detailed data analysis
- Microsoft Excel and Word (Intermediate/Advanced)
- Organization and time management
- High degree of accuracy and attention to detail
- Oracle and other automated procurement and contracting applications
Ability to :
- Read and comprehend complex documents such as contracts, statutes, and regulations
- Collaborate with other departments
- Self-motivate, exercise initiative and judgment in carrying out detailed projects and tasks
- Balance and handle multiple priorities simultaneously
- Work in a fast-paced environment
- Handle and maintain confidential information
- 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
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 individuals who are hostile or irate, 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.
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 eleven (11) medical plan options* provided through the California Public Employees' Retirement System (CalPERS).You may choose from eight (8) Health Maintenance Organization (HMO) plans and three (3) Indemnity/Preferred Provider Organization (PPO) plans.
For the plans with the highest premiums, PERS Care PPO and Anthem Traditional HMO, SCRRA contributes 80 percent and you contribute 20 percent of the premium for you and your eligible dependents. For all other plans, SCRRA contributes 90 percent and you contribute 10 percent of the premium for 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. Eligibility begins the first of the month following hire date or qualifying event. Employees residing in San Diego County have one additional HMO plan option. 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 Preferred Option (DPO) 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 DPO 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 PLAN:
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 $2,500 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 LIFE INSURANCE:
SCRRA provides for an amount equal to one times your annual salary, rounded to the nearest $1,000, to a maximum of $200,000. Any amounts exceeding $50,000 are added to your Federal, State and Medicare taxable earnings for W-2 reporting as required by the IRS. Your life insurance benefits will be reduced 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 to a maximum of $100,000 without evidence of insurability 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 times your annual salary, rounded to the nearest $1,000, up to a maximum of $200,000. Your life 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 2015 is 0.9 percent of earnings. The SDI taxable wage limit is $104,378, with a maximum withholding of $939.40 per employee for calendar year 2015. 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. In order 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. 9/80 ALTERNATIVE WORK SCHEDULE
SCRRA offers a 9/80 Alternative Work Schedule (AWS) for working eight-9 hours days and one 8-hour day to obtain 1 day off during the pay period. More details are provided upon hire. HOLIDAYS:
SCRRA observes nine holidays a year: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Veteran's Day (observed by SCRRA the day after Thanksgiving), and Christmas Day. PAID TIME OFF:
SCRRA provides employees with Paid Time Off (PTO) for vacations, illness, injuries, medical/dental appointments, religious holidays, personal business and emergencies. The accrual for PTO is based on your ears of service with the SCRRA and accrues to you on a per pay period basis - Years of Service and Equivalent PTO days are as follows:
0-4 years of service - 25 days
5-6 years of service - 30 days
7 years of service - 32 days
8 years of service - 33 days
9 years of service - 34 days
10-14 years of service - 35 days
15-19 years of service - 38 days
20 or more years - 42 days EMPLOYEE ASSISTANCE PROGRAM:
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 sessions with a counselor. 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. PENSION PLAN:
SCRRA contracts with the California Public Employees' Retirement System (CalPERS). You pay a 6.25 percent employee contribution and SCRRA pays an employer contribution, which varies each year. If you are vested with CalPERS (5 years of credited service), upon retirement you are entitled to a monthly retirement benefit based on your years of credited service, age and final average compensation.
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 with the exception of 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. For additional information, contact the Internal Revenue Service. RETIREE MEDICAL:
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 80 or 90 percent of the applicable premium, depending on the plan. DEFERRED COMPENSATION (457 PLAN)
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 2015, you can defer up to 100 percent of your gross compensation or $18,000 annually, whichever is less ("normal contribution limit"). You may make an additional $6,000 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 $36,000. TRANSPORTATION PASSES:
SCRRA provides a no cost Metrolink ticket or a subsidy up to the cost of the highest cost Metro monthly pass (currently $352) for the purchase of another public transportation pass. To receive this benefit, SCRRA requires that you utilize public transportation to commute to and from work at least three times per week. Non-Metrolink passes that exceed $130 per month are subject to federal tax (as of 01/01/15).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.Jury Duty
- SCRRA will continue an employee's salary during any non-voluntary jury service up to a maximum of ten (10) working days.Family Care & Medical Leave
- 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 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 member agencies due to the death of an immediate family member, the Authority grants up to five working days, with pay.Military Leave
- Employees will be paid only for the annually required active period.
Closing Date/Time: Continuous