What are the responsibilities and job description for the Contract Administration Specialist position at State of Alaska?
Purpose Of Position
Purchases materials and services, as directed, and ensures that all procurement activities within assigned responsibility area are completed in a timely manner and conducted in compliance with Federal and ARRC procurement rules and departmental quality standards. Develops and prepares solicitation documents; negotiates contract requirements and their terms and conditions.
Duties and Responsibilities:Reviews and analyzes requests for procurement of supplies, services, professional services and construction. Determines methods of procurement. Develops and prepares solicitation documents in accordance with ARRC procurement rules, and federal laws and regulations applicable to Federal-Aid Contracts. Analyzes and evaluates bids and/or proposals received. Executes contracts and purchase orders within delegated authority. Processes blanket purchase orders, edits orders and contract amendments. Ensures effective and efficient management of contracts issued by the Supply Management Department. Monitors contract expiration and expenditure levels. Monitors contractors on federally funded projects to ensure compliance with applicable DBE/MBE, Equal Employment Opportunity, and other Federal-Aid Contract requirements.Advises end users on procurement issues, such as purchasing and contracting methods and requirements, new products, product availability, etc.Develops and maintains good working relationships with internal customers, vendors and contractors, federal grantor agencies, and vendors/contractors on federally funded projects.May be required to participate in Incident Command exercises and activities.
FACTOR 1: Technical and Operational Knowledge
Knowledgeable of ARRC’s procurement rules or state and local procurement codes and policies and federal regulations that are used to determine methods of procurement. Familiar with railroad materials and suppliers to promote and ensure competition between suppliers and contractors; and logistical considerations for the movement of materials from the Lower 48 states to Alaska. Able to operate a personal computer and has a working knowledge of automated purchasing software, word processing, and spreadsheet software (Word and Excel) to analyze received responses. Working knowledge of applicable publications that are used as research tools in the purchasing field to identify target market in order to get the best products at competitive prices. Exhibits good communication skills, both written and oral, to communicate with internal and external customers and to conduct public meetings (i.e., pre-bids, bid openings, etc.).
Factor 2: Analytical Skills and Impact
Must be able to analyze bids and proposals. Evaluate contractual terms and conditions, and determines their impact on the Corporation. Resolve protests and claims between ARRC and its suppliers and/or contractors to ensure prompt delivery of key materials, supplies, and equipment. Oversee a variety of projects with multiple and complex issues. Negotiate favorable contract terms, acquisition conditions, and prices.
Perform a supporting role to all departments within ARRC; this role can have a direct effect on the outcome of the project or service required. It is very important to be able to communicate well at all levels and to have a good understanding of the ARRC goals and objectives. Directly impacts the success or failure of a project, including high dollar and complex purchasing and contracting functions.
FACTOR 3: Supervision and Control
This position does not have supervisory responsibility within ARRC; however, it requires overseeing suppliers and contractors.
FACTOR 4: Communication
Contacts are made face-to-face, via telephone, fax, mail, and e-mail with all levels of employees within ARRC, contractors, shippers, suppliers, and government agencies (Municipal, State, and Federal). Purpose of the contacts include, but is not limited to, attending internal meetings regarding contractor performance updates, selection committees, etc., following up on purchase orders and contracts; and attending/conducting public meetings relating to pre-bid, bid openings, debriefings, etc. Successfully negotiates favorable terms and conditions for the Corporation.
FACTOR 5: Working Conditions
Essential functions are regularly performed without exposure to adverse environmental conditions; however, employees may be exposed to minor inconveniences such as occasional heating/cooling or ventilation problems, and stooping, kneeling, and crouching.Education Requirements
Associate's degree or two years of college in area of Business Administration, Accounting, or related field required. May substitute related work experience for education requirement.
Work Experience
Three years of progressively responsible experience in materials management, purchasing, and/or contract administration is required.
Certification/License Requirements
N/A
Preferred Qualifications
Certified Purchasing Manager (CPM) certification or equivalent is desired.
Please include any REQUIRED AND DESIRED QUALIFICATIONS in your APPLICANT PROFILE and/or RESUME. If using work experience not already documented in your application, also provide the employer name, your job title, dates of employment and whether full- or part-time. Your application will be closely reviewed to determine if the responses are supported and minimum qualifications are clearly met. If they are not, the applicant will not advance to the interview and selection phase of the recruitment.
WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE
Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or (907) 465-4095 if you are located in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov.
For applicant password assistance please visit: https://www.governmentjobs.com/js_lostpswd.cfm?&topheader=alaska
Alaska Railroad Human Resources Department
E-Mail: arjobinfo@akrr.com
Mailing Address: P.O. Box 107500, Anchorage, AK 99510-7500
Street Address: 327 West Ship Creek, Anchorage, AK
Fax Number: (907) 265-2542
Alaska Railroad Corporation is an equal opportunity employer
Purchases materials and services, as directed, and ensures that all procurement activities within assigned responsibility area are completed in a timely manner and conducted in compliance with Federal and ARRC procurement rules and departmental quality standards. Develops and prepares solicitation documents; negotiates contract requirements and their terms and conditions.
Duties and Responsibilities:Reviews and analyzes requests for procurement of supplies, services, professional services and construction. Determines methods of procurement. Develops and prepares solicitation documents in accordance with ARRC procurement rules, and federal laws and regulations applicable to Federal-Aid Contracts. Analyzes and evaluates bids and/or proposals received. Executes contracts and purchase orders within delegated authority. Processes blanket purchase orders, edits orders and contract amendments. Ensures effective and efficient management of contracts issued by the Supply Management Department. Monitors contract expiration and expenditure levels. Monitors contractors on federally funded projects to ensure compliance with applicable DBE/MBE, Equal Employment Opportunity, and other Federal-Aid Contract requirements.Advises end users on procurement issues, such as purchasing and contracting methods and requirements, new products, product availability, etc.Develops and maintains good working relationships with internal customers, vendors and contractors, federal grantor agencies, and vendors/contractors on federally funded projects.May be required to participate in Incident Command exercises and activities.
FACTOR 1: Technical and Operational Knowledge
Knowledgeable of ARRC’s procurement rules or state and local procurement codes and policies and federal regulations that are used to determine methods of procurement. Familiar with railroad materials and suppliers to promote and ensure competition between suppliers and contractors; and logistical considerations for the movement of materials from the Lower 48 states to Alaska. Able to operate a personal computer and has a working knowledge of automated purchasing software, word processing, and spreadsheet software (Word and Excel) to analyze received responses. Working knowledge of applicable publications that are used as research tools in the purchasing field to identify target market in order to get the best products at competitive prices. Exhibits good communication skills, both written and oral, to communicate with internal and external customers and to conduct public meetings (i.e., pre-bids, bid openings, etc.).
Factor 2: Analytical Skills and Impact
Must be able to analyze bids and proposals. Evaluate contractual terms and conditions, and determines their impact on the Corporation. Resolve protests and claims between ARRC and its suppliers and/or contractors to ensure prompt delivery of key materials, supplies, and equipment. Oversee a variety of projects with multiple and complex issues. Negotiate favorable contract terms, acquisition conditions, and prices.
Perform a supporting role to all departments within ARRC; this role can have a direct effect on the outcome of the project or service required. It is very important to be able to communicate well at all levels and to have a good understanding of the ARRC goals and objectives. Directly impacts the success or failure of a project, including high dollar and complex purchasing and contracting functions.
FACTOR 3: Supervision and Control
This position does not have supervisory responsibility within ARRC; however, it requires overseeing suppliers and contractors.
FACTOR 4: Communication
Contacts are made face-to-face, via telephone, fax, mail, and e-mail with all levels of employees within ARRC, contractors, shippers, suppliers, and government agencies (Municipal, State, and Federal). Purpose of the contacts include, but is not limited to, attending internal meetings regarding contractor performance updates, selection committees, etc., following up on purchase orders and contracts; and attending/conducting public meetings relating to pre-bid, bid openings, debriefings, etc. Successfully negotiates favorable terms and conditions for the Corporation.
FACTOR 5: Working Conditions
Essential functions are regularly performed without exposure to adverse environmental conditions; however, employees may be exposed to minor inconveniences such as occasional heating/cooling or ventilation problems, and stooping, kneeling, and crouching.Education Requirements
Associate's degree or two years of college in area of Business Administration, Accounting, or related field required. May substitute related work experience for education requirement.
Work Experience
Three years of progressively responsible experience in materials management, purchasing, and/or contract administration is required.
Certification/License Requirements
N/A
Preferred Qualifications
Certified Purchasing Manager (CPM) certification or equivalent is desired.
Please include any REQUIRED AND DESIRED QUALIFICATIONS in your APPLICANT PROFILE and/or RESUME. If using work experience not already documented in your application, also provide the employer name, your job title, dates of employment and whether full- or part-time. Your application will be closely reviewed to determine if the responses are supported and minimum qualifications are clearly met. If they are not, the applicant will not advance to the interview and selection phase of the recruitment.
WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE
Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or (907) 465-4095 if you are located in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov.
For applicant password assistance please visit: https://www.governmentjobs.com/js_lostpswd.cfm?&topheader=alaska
Alaska Railroad Human Resources Department
E-Mail: arjobinfo@akrr.com
Mailing Address: P.O. Box 107500, Anchorage, AK 99510-7500
Street Address: 327 West Ship Creek, Anchorage, AK
Fax Number: (907) 265-2542
Alaska Railroad Corporation is an equal opportunity employer