BABA Compliance Coordinator

This temporary position performs defined data gathering, documentation, and recordkeeping tasks in support of the District's Build America, Buy America (BABA) compliance obligations under active federally funded grant contracts. Working under the direction of the Procurement and Warehouse Supervisor, the Coordinator carries out assigned tasks including inventory review, supplier outreach, and compliance documentation. This position does not have responsibility for compliance determinations or regulatory interpretation, but it assists in collecting data and maintaining documentation files in support of BABA compliance.ESSENTIAL JOB FUNCTIONS:
  Inventory Review

• Working from criteria and instructions provided by the Procurement and Warehouse Supervisor, review the District's materials and supplies inventory and catalog all items as BABA compliant or non-compliant. 
• Track and categorize all grant-funded project materials as BABA compliant or non-compliant, and conduct market research as needed.
• Record item information into tracking spreadsheets or databases as directed, including item description, category, source, and other fields specified by the supervisor.
• Pull purchase records, product data sheets, and other existing documentation to support classification work.
• Flag items needing supervisor review or additional information and track their status through to resolution.

  Supplier Outreach

• Using templates and scripts provided by the supervisor, contact suppliers and manufacturers to request domestic content certifications and supporting documentation.
• Track outreach efforts and responses; follow up with suppliers who have not responded within established timeframes.
• Collect and organize returned certifications and bill of materials documentation into project files.
• Escalate incomplete, unclear, or inconsistent supplier responses to the supervisor for direction.

 Recordkeeping and File Organization

• Maintain organized BABA compliance files for each active grant contract, following file structures and naming conventions established by the supervisor.
• Enter and update data in compliance tracking systems as instructed; generate reports or summaries from tracking tools as requested.
• Collect and file documentation from vendors, subcontractors, and internal staff as directed.
• Assist in BABA waiver request packages and other compliance submissions by gathering specified documents and supplying requested data. 

 Procurement Support

• Assist procurement staff with BABA-related tasks on future purchasing activity as assigned, including collecting documentation prior to purchasing.
• Maintain logs of procurement activity and associated compliance documentation as directed.
• Perform other administrative and clerical support tasks related to grant compliance as assigned.

JOB STANDARDS:
Knowledge, Skills and Abilities:

• Strong organizational skills and attention to detail; ability to manage and track large volumes of information accurately.
• Ability to follow written instructions and established procedures consistently and carefully.
• Comfortable with routine outreach to vendors and suppliers by phone and email.
• Proficiency in Microsoft Office, particularly Excel and Word.
• Ability to work independently on assigned tasks while checking in regularly with supervisor.
• Clear and professional written and verbal communication skills.

Education, Experience and Training:

• Experience in an administrative, procurement, clerical, or recordkeeping role preferred.
• No prior knowledge of BABA or federal grant regulations required; training on applicable requirements will be provided.
• High school diploma or equivalent required; additional education or training in a related field is a plus.

Other Requirements:

• Must pass a District physical examination and be able to perform essential job functions.

WORKING CONDITIONS:

• The job functions will generally be performed in an indoor office or warehouse environment.  
• Requires extended periods of computer use and document review.
• The job functions will require occasional work from a ladder up to 10 feet from the floor.
• Job functions on and around mechanized equipment will present the need for alertness and safety awareness.
• The job functions include working with persons who exhibit many types of personalities and behaviors.

PHYSICAL REQUIREMENTS:

• The work requires the ability to lift and carry up to 40 pounds.  Boxes and supplies are lifted on and off shelves up to a height of 6.5 feet.
• The work requires the ability to operate office machines, tools and equipment.
• The work requires normal hearing and the ability to distinguish between different colors.
• The work requires the ability to answer questions and communicate with coworkers and others in person, by e-mail and on telephones.
• Work activities involve combinations of walking, kneeling, climbing, pushing, pulling, bending, lifting and carrying and sitting for extended periods.

EQUIPMENT AND VEHICLES:

• The job requires use of computer workstation keyboard and printer, fax machine, scanner, copy machine, typewriter, 10-key calculator, hand truck and miscellaneous office equipment.
• The job requires the occasional operation of a forklift, pallet jack and hand truck.
• Future work practices may necessitate the use of different equipment.