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Purchasing & Contract Compliance Specialist


  • Virginia Railway Express
  • 01/15/20
  • Alexandria, VA
  • 22314
  • $57-78,000 / Yearly
  • Full-Time
TITLE: PURCHASING AND CONTRACT COMPLIANCE SPECIALIST
GRADE: R [SALARY RANGE $56,916.59 THRU $94,481.55]
FLSA: Non-Exempt

GENERAL DESCRIPTION:

Reports to the Manager of Purchasing and Contract Administration. Assists in the administration of small purchases and contract compliance for VRE. The Purchasing and Contract Compliance Specialist will be responsible for providing support and guidance to VRE staff to initiate the purchase of goods and services and for monitoring contractor compliance with established requirements following award of a purchase order or contract.

SCOPE OF DUTIES:

Ensures that all procurement activities comply with applicable laws and regulations, including the Virginia Public Procurement Act and Federal Transit Administration Third Party Contracting Guidance as well as VRE policies and procedures.

Reviews contractor invoices for accuracy and compliance with contract requirements, to include documentation of allowable costs, billing rates and unit prices as well as applicable receipts and subcontractor invoices.

Tracks expenditures for open purchase orders and contracts to ensure that costs do not exceed the total authorized commitment.

Monitors contractor adherence to contract requirements and ensures that valid insurance certificates, bonds, licenses and work authorizations are maintained throughout the term of the contract.

Ensures timely submission of reports from contractors to document subcontractor participation, prompt payment to subcontractors and Disadvantaged Business Enterprise (DBE) utilization.

Analyzes requests for small purchases to determine the most effective purchasing method, to include state contracts and other cooperative purchasing programs.

Prepares Requests for Quotations (RFQ) and solicits quotes from vendors for goods and services within the small purchase threshold.

Evaluates quotes for goods and services to determine cost reasonableness and generates purchase orders.

Participates in special VRE transit events (i.e. Meet the Management, Santa Trains, Customer Opinion Survey, and Master Agreement Survey).

Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Excellent judgment and decision-making skills.

Excellent reading comprehension as well as written and oral communication skills.

Ability to manage multiple projects simultaneously.

Ability to organize, prioritize and perform time sensitive tasks.

Knowledge of public procurement policies and procedures.

Knowledge of federal and state contracting laws and practices.

Ability to monitor and analyze complex financial systems.

Ability to work independently.

Ability to work effectively with staff in a service-oriented operations environment.

Ability to accurately organize and maintain paper documents and electronic files.

Ability to maintain the confidentiality of information and professional boundaries.

MINIMUM QUALIFICATIONS

Bachelors degree in Business or Public Administration, Accounting, Finance, Contract Management or a relevant field and at least three years of progressively responsible professional experience or an equivalent combination of experience and education is required. Prior purchasing experience is preferred, but not required for this position.

The statements in this job description are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

VRE is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. VRE is committed to the principle of equal employment opportunities for all employees and to providing employees with a work environment free of discrimination and harassment.

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