Contract & Compliance Administrator



Job Details

Contract & Compliance Administrator
Employer

Southern California Regional Rail Authority

Salary

$72,322.00 - $113,007.00 Annually

Location

CA 90017, CA

Job Type

At Will Full Time

Job Number

17-1800092

Department

Purchasing, Contracts + Contract Compliance

Opening Date

04/04/2018

SUMMARY

The Southern California Regional Rail Authority (SCRRA), operator of the METROLINK Commuter Rail System, is seeking a Contract & Compliance Administrator who will perform professional and complex contract administration, and ensure compliance by assisting SCRRA departments with the development of new contracts, and providing guidance in the ongoing administration and compliance of a variety of existing contracts related to operations, maintenance, procurement and professional services.

TO APPLY: This is a continuous recruitment with the first review of applications beginning Thursday, April 12, 2018. Interested applicants are encouraged to apply immediately.

ESSENTIAL DUTIES AND 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.
  • Prepare Invitations for Bids (IFBs), Requests for Quotes (RFQs), blanket purchase agreements, and other solicitation packages, contracts, and related documents. Develop technical specifications and assist in drafting scopes of work and evaluation criteria.
  • Evaluate proposal against technical specifications and conducts pre-bid meetings. Conduct market price analysis and works with other department to develop award recommendations for management review. Negotiate contract terms and conditions. Participate in kickoff meetings and other meetings as needed.
  • Prepare and process purchase orders and requisitions for project related requirements. Review and releases invoices for payment.
  • Prepare items for review and in coordination with senior staff.
  • Review and approve requests for change orders and negotiates amendments and/or changes orders. Respond to requests for information, and mediates and resolves conflicts.
  • Serve as a liaison between vendors, other departments, legal entities, and other outside entities as required.
  • Develop reports on contract usage, budgeting, and other relevant contract information as needed for relevant departments and to satisfy legal and contractual requirements.
  • Attend and participate in various meetings. Attends conferences and training for further development in support of the department.
  • Develop and present training sessions for SCRRA staff on policies and procedures regarding purchasing 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 years of work experience successfully performing contract administration, 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.
 Supervision Exercised and Received
  • Receives general oversight from senior staff, director or executive level roles.
  • This position may be responsible for supervising and monitoring performance for a regular group of employees or department.
Knowledge, Skills, and Abilities
Knowledge of:
  • Applicable local, state, and federal laws, rules, regulations, and policies governing public procurement and complex contract administration processes.
  • Theories, principles, and practices of contract administration for public agencies.
  • SCRRAs operations and business processes.
 Skilled in:
  • Use of Microsoft Office.
Ability to:
  • Communicate effectively, both orally and in writing, to individuals and groups at all levels within and outside of the organization.
  • Manage multiple projects.
  • Understand, interpret, and apply laws, rules, regulations, policies, procedures, contracts, and budget.
Physical Requirements
  • Transition between standing, walking and sitting at varying lengths of time.
  • Climb or balance and stoop, kneel, crouch or crawl.
  • Use hands to finger, handle, feel and grasp tools to perform the duties of the position.
  • Ability to lift, hold and move objects up to 25 lbs.
  • Hear and perceive the nature of sounds.
  • Listen and express or exchange ideas by means of spoken words.
  • Adjust visual focus.
 Working Conditions
Work is performed in a normal office environment with little exposure to excessive noise, dust, or temperature.

SUPPLEMENTAL INFORMATION

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.
 

Employer
Southern California Regional Rail Authority
Address
One Gateway Plaza, Floor 12
P. O. Box 531776
Los Angeles, California, 90012

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