Contracts Coordinator

GENERAL DESCRIPTION OF WORK:

Responsible for a full range of administrative and clerical support for all Contracts Specialists within the Division including the Manager of Contracts. Responsible for prioritizing and completing own work. Maintains confidentiality of sensitive material. Recurrent contact with vendors, contractors, and internal customers to verify documentation. Responsible for assignment, scheduling work, providing information and guidance to all administrators within the Contracts Department.

Requires initiative and independent judgment to determine solutions to administrative issues.

ESSENTIAL FUNCTIONS:

Provides administrative support for the Contracts Department. Maintains thorough knowledge of all division activities.

Helps plan and schedule Contracts Specialists calendars for appointments and meetings.

Performs basic research for Contracts Specialists.

Assists in the production of reports and presentations to be used by Procurement staff.

Screens visitors and calls, handling those that do not require the direct attention of a Contracts Specialist and/or Management.

Establishes files and maintains contract records.

Assists Contract Specialists with final assembly of Invitations for Bid (IFB) and Requests for Proposals (RFP).

Attends and provides support to Contracts Specialist during pre-bid and pre-proposal conferences and public bid openings.

Transcribes minutes from pre-bid and pre-proposal conferences and prepares for distribution.

Assists Fiscal Management staff with resolving payment issues and invoice payments.

Provides information and guidance to Contracts Specialist Assistants.

Assigns and schedules work for Contracts Specialist Assistants.

This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.

REQUIRED EDUCATION AND EXPERIENCE:

High school and/or GED and a minimum of two (2) years' experience working in a procurement environment or related area to include contract experience.

PREFERRED QUALIFICATIONS

Infor Experience

Familiarity with Public Procurement Acts/Statutes and FTA Requirements

ADDITIONAL REQUIREMENTS:

Proficiency in using computer systems and software applications associated with performance of assigned work is required, such as Microsoft Office Suite (i.e. Word, Excel, Access). Basic problem-solving skills associated with software applications is expected. Software usage relevant to job duties will be evaluated.

Must be able to maintain confidentiality of sensitive material.

Must be able to work under little or no supervision and make independent decisions.

Effective interpersonal skills both in person and by telephone.

Must be able to read semi-complex materials such as reports, reference manuals and instructions.

Must have the ability to operate office equipment (scanners, copiers, fax machines, etc.)

Must be able to understand and carry out oral and written instructions.

Must be able to prepare and maintain accurate records and reports.

Must have analytical ability to gather and interpret data and find solutions to work related issues.

Must have mathematical skill to perform basic calculations.

Must be able to maintain good work attendance.

Safety Accountability Statement:

- Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.

- Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs related to safety, health, and system security.

- Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.

- Employees are responsible, and required, to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.

Must comply with and support all applicable VIA EEO Policies and Procedures.

PHYSICAL REQUIREMENTS:

Physical ability required to be mobile, bend, stoop, stand, reach and occasionally lift objects weighing 5-25 pounds such as files, supplies, equipment and large heavy reference manuals and books.

WORK ENVIRONMENTS:

Works in a normal office environment.

Work involves deadlines and multiple priorities.

Work may involve off-property travel.

VIA is an Equal Employment Opportunity Employer, providing equal opportunity to all qualified individuals, regardless of race, color, religion, age, sex, national origin, veteran status, genetic information, or disability.