Contract Specialist

Job Summary
Join our dynamic team as a Contract Specialist, where your expertise will drive the successful management and execution of contractual agreements across diverse projects. In this role, you will be responsible for the day-to-day administration, tracking, and execution of BJCTA contracts, purchase orders, and procurement documentation to ensure compliance with Federal Transit Administration (FTA), 2 CFR Part 200, State of Alabama, and BJCTA policies.

This role supports the Procurement Department by managing contract lifecycle activities, maintaining accurate records, and ensuring all contract data is current within BJCTA systems, including Monday.com dashboards, SharePoint, and contract tracking logs. The position is execution-focused and requires strong attention to detail, organization, and accountability.

Responsibilities

Contract Administration & Execution

• Drafts, edits, and processes contracts, task orders, purchase orders, and amendments for goods and services.

Compliance & Documentation

• Maintains contract files in compliance with FTA Circular 4220.1F/1G and 2 CFR Part 200.
• Verifies vendor compliance requirements (SAM.gov, insurance, business license, certifications).
• Assists in preparing procurement documentation including ICEs, price analyses, and compliance checklists.
• Ensures all procurement and contract actions are properly documented for audit readiness (FTA Triennial Review, internal audits).
• Supports responses to public records requests and audit inquiries related to contracts.

Dashboard, Systems & Reporting (KEY ADDITION)

• Maintains and updates the Procurement Contract Log and dashboards in Monday.com, ensuring real-time accuracy of:

· Contract status

· Award dates

· Board approvals

· Execution timelines

· Project milestones

• Uploads and organizes contract documents in SharePoint and other electronic filing systems in accordance with BJCTA standards.
• Generates weekly, monthly, and ad-hoc reports on:

· Contract status

· Procurement pipeline

· Expiring contracts

· Board reporting metrics

• Ensures all procurement tracking tools are current, accurate, and audit-ready at all times.

Coordination & Communication

• Serves as a liaison between Procurement, Legal, Finance, and user departments on contract-related matters.
• Communicates with vendors regarding contract requirements, documentation, and compliance issues.
• Provides guidance to departments on procurement processes and contract requirements.
• Attends internal procurement and project meetings and provides status updates.

General Support

• Assists Procurement leadership with special projects, reporting, and process improvements.
• Maintains strict confidentiality of procurement and contractual information.
• Performs other duties as assigned to support Procurement operations.
• Supports procurement activities including IFBs, RFPs, and sole source procurements in accordance with FTA and BJCTA requirements.
• Ensures all contracts include required federal clauses (FTA, DBE, Buy America, etc.).
• Coordinates contract routing, execution (DocuSign), and Notice to Proceed (NTP) issuance.
• Tracks contract deliverables, timelines, and expiration dates; ensures timely renewals or closeouts.
• Assists with contract closeout, ensuring all documentation is complete and compliant.

KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge of FTA procurement requirements and 2 CFR Part 200 (preferred).
• Strong organizational skills with the ability to manage multiple contracts simultaneously.
• Experience with contract tracking systems, dashboards, and document management platforms.
• Proficiency in:
• Microsoft Office (Excel, Word)
• Monday.com (or similar project management tools)
• SharePoint or electronic document management systems
• Avail (Optional) but will train for Purchase Orders and Reports.
• Ability to maintain accurate records and ensure audit-ready documentation.
• Strong written and verbal communication skills.
• Ability to interpret policies, contracts, and procurement regulations.
• High attention to detail and accountability for assigned tasks.
• Ability to work independently and meet deadlines in a fast-paced environment.

MINIMUM QUALIFICATIONS

Education & Experience:

Bachelor’s Degree in Business Administration, Public Administration, Finance, or a related field required.

OR

Associate’s degree and a minimum of 5–7 years of relevant experience in contract administration, procurement, or public sector purchasing may be considered.

Pay: $57,159.97 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• AD&D insurance
• Dental insurance
• Employee assistance program
• Flexible spending account
• Free parking
• Health insurance
• Life insurance
• Paid holidays
• Paid sick time
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $57,160 - $65,000