Procurement and Contracts Administrator

City of Santa Fe Springs

El Monte (CA)

Hybrid

USD 90,000 - 130,000

Full time

5 days ago

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Benefits offered by this job

Flexible/Hybrid Schedule

PTO accrual

Job summary

Access Services, headquartered in El Monte, seeks a Procurement and Contracts Administrator to manage end-to-end contracting across transit, IT, and construction. The role requires strong planning, cost analyses, and cross-functional collaboration with internal departments and the Board.

The position emphasizes regulatory compliance, vendor negotiations, and financial reconciliation while supporting flexible/hybrid scheduling and a strong commitment to service quality.

Qualifications

Bachelor’s degree in Business, Business Administration, Business Law, Contracts Management, Economics/Finance, Government Contracting, Legal Studies, or closely related field.
Minimum of four (4) years of experience in contract management, public procurement, strategic sourcing, or related field.
At least two (2) years of direct experience administering public sector contracts.
Possession of a valid California Class C driver's license.

Responsibilities

Contract Drafting: author, draft, and prepare legally binding contracts, including purchase agreements, purchase orders, bench contracts, task orders, amendments, SLAs, MOUs.
Contract Negotiation: lead negotiations on pricing, terms, and service levels to maximize value and minimize risk.
Contract Administration: prepare, review and manage contract amendments, changes and related documents.
Departmental Planning: guide internal departments in developing SOWs, technical specs, ICEs, and other planning documents.
Strategic Sourcing: manage end-to-end bidding, author solicitations, lead evaluation committees, conduct cost analyses, and issue final awards.
Stakeholder Communication: prepare and deliver reports and presentations to the Board and executive stakeholders.
Financial Reconciliation: review invoices against schedules and terms to resolve discrepancies.
Cross-Functional Procurement: oversee procurement across transit operations, fleet, real estate, construction, IT, etc.
Regulatory and Legal Compliance: ensure processes comply with federal, state, local laws and regulations.

Skills

Microsoft Office

Procurement software

Communication skills

Education

Bachelor’s degree in Business/Related field

Job description

Description

Salary Placement: The salary range provided above represents a good-faith estimate of the salary the Agency expects to pay for this classification. Salary placement is typically between the starting salary and the midpoint of the posted range. However, the Agency reserves the right to set salary placement outside of this guideline based on factors including, but not limited to, qualifications and experience, position complexity, internal equity, and organizational need.

Employment Type: At-Will/Non-Union Represented.

Schedule: Flexible (9/80; after the training period is satisfactorily completed). A flexible schedule is dependent on satisfactory job performance, conduct, and attendance and/or may be withdrawn at any time to meet agency needs.

This position is based at Access Services Headquarters in El Monte and requires a minimum of two (2) in-person workdays per week. A hybrid work arrangement may be available for the remaining workdays, subject to operational needs and management approval. Any remote work arrangement is not guaranteed and is contingent upon satisfactory job performance, conduct, attendance, and agency needs, and may be modified or withdrawn at any time. Remote work days may still require travel to contractor sites or other field locations as business needs dictate.

The Procurement and Contracts Administrator manages the end-to-end strategic sourcing, drafting, and negotiation of solicitations and contracts across diverse operational sectors, including transit, IT, and construction. The Administrator serves as a key partner to internal departments by guiding technical planning, conducting cost/price analyses, preparing and delivering executive presentations to the Board of Directors and ensuring that contracts are properly managed and administered. Additionally, the Administrator performs financial reconciliation and ensures compliance with complex federal, state, and local regulations, including FTA guidelines, Buy America standards, and prevailing wage laws.

Supervisory Responsibilities

The Procurement and Contracts Administrator is a non-supervisory position and reports to the Manager, Procurement and Contracts Admin.

About Us

To learn more about Access Services and its responsibilities in the greater Los Angeles region, please visit our website, and click here.

Access Services is committed to delivering outstanding quality service to every rider, a commitment that is echoed in our mission and vision statements. Discover more about Access Services and our commitment to quality.

Examples of Duties

Duties may include, but are not limited to, the following:

Contract Drafting. Author, draft, and prepare legally binding contracts, including purchase agreements, purchase orders, bench contracts, task orders, amendments, service level agreements (SLAs), and Memorandums of Understanding (MOUs).
Contract Negotiation. Lead negotiations on pricing, terms, and service levels to maximize value and minimize risk.
Contract Administration. Prepare, review and manage contract amendments, changes and related documents throughout the life of the contract.
Departmental Planning. Guide internal departments in developing written justifications, statements of work (SOWs), technical specifications, independent cost estimates (ICEs), and other planning documents.
Strategic Sourcing. Manage the end-to-end bidding process, including authoring solicitation documents (RFPs, RFQs, RFIs, IFBs), leading evaluation committees, conducting cost/price analyses, and issuing final contract awards.
Stakeholder Communication. Author, prepare, and deliver comprehensive reports and presentations to the Board of Directors, committees, and executive stakeholders.
Financial Reconciliation. Review and coordinate invoices against payment schedules and contract terms to resolve discrepancies.
Cross-Functional Procurement. Oversee the procurement goods and services across diverse operational sectors, including transit operations, fleet acquisition and maintenance, real estate acquisition, construction, facilities, information technology, customer relations, and corporate training.
Regulatory and Legal Compliance. Actively ensure all procurement processes and contract awards comply with federal, state, and local laws, including transit rules (FTA Circular 4220.1F and 2CFR Part 200), labor and wage laws (Davis-Bacon, Copeland Act, California Labor Code), sourcing laws (BABA Act), and other relevant laws.
Other Duties. Perform other related duties as assigned.

Typical Qualifications

Education

Bachelor’s degree from an accredited four-year college or university in Business, Business Administration, Business Law, Contracts Management, Economics/Finance, Government Contracting, Legal Studies, or closely related field.

Experience

Minimum of four (4) years of experience in contract management, public procurement, strategic sourcing, or other related field.
At least two (2) years of direct experience administering public sector contracts.

Licenses/Registrations

Possession of a valid California Class C driver's license and an acceptable driving record.

Knowledge Of

KNOWLEDGE, SKILLS & ABILITIES

Federal, state and local contracting regulations, insurance and bonding requirements, RFP and contract preparation and bid evaluation.
Transit operations and materials procurement.
Americans with Disabilities Act (ADA) and its application to public transit.
Theories, principles, and practices of contract administration for public agencies.

Skill In

Operate Microsoft Office and standard procurement software systems.
Analyze issues, establish facts and render decisions.
Manage and direct multiple tasks with critical deadlines.

Ability To

Communicate effectively, both orally and in writing, to individuals and groups at all levels within and outside of the organization.
Understand, interpret, and apply laws, rules, regulations, policies, procedures, contracts, and budget.
Write reports, business correspondence, and procedure manuals.
Make presentations to the public and various constituent groups
Interpret an extensive variety of technical instructions.

WORKING CONDITIONS

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WORK ENVIRONMENT

The Work Environment Characteristics Described Here Are Representative Of Those An Employee Encounters While Performing The Essential Functions Of This Job.

Noise Level: The noise level in the office environment is usually quiet or moderately quiet; at or below 85 decibels. In the course of employment, employee may visit service provider or other contractor's premises, which may include limited exposure to outdoor weather conditions, or fumes or airborne particles from motor vehicles.

SUPPLEMENTAL INFORMATION

The Selection Process

This recruitment is open continuously to meet the needs of the Agency as vacancies occur and may close at any time. Applicants who best meet job-related qualifications will be invited to participate in the examination process. Applicants will receive an e-mail notification of their current status in the selection process. The selection examination may consist of any combination of written, performance, and/or oral appraisal exams. Examination parts will be weighed according to their relevancy to the job performance criteria. This recruitment may establish an eligibility list to fill future positions in similar classifications within the organization.

Pre-employment

As a federal grantee, Access Services maintains a drug‑free working environment as prescribed by the 1988 Drug‑Free Workplace Act. All potential employees are required to obtain satisfactory results from an administrative screening, successfully pass a post‑offer pre‑employment medical exam, and obtain a verified negative pre‑employment drug test administered by Access Services and its service agents.

Emergency/Disaster Response - Service Workers

All Access Services employees are designated Emergency/Disaster Response - Service Workers through state law (California Government Code Section 3100-3109). Employment with Access Services requires the acknowledgment to this effect. Employees are required to complete all related training as assigned and to return to work as ordered in the event of an emergency.

Immigration and Reform Control Act

In compliance with the Immigration and Reform Control Act of 1986, Access Services will only hire individuals who are legally authorized to work in the United States. Access Services does not provide sponsorship.

E-Verify

Access Services is an E-Verify employer. E-Verify is an internet‑based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States. Access Services does not sponsor H‑1B or related work visas.

An Equal Opportunity Employer

Access Services is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Access Services will provide reasonable accommodations to qualified individuals with disabilities.

Medical

Access offers coverage between two medical providers, Kaiser and Anthem. All regular full‑time employees and eligible dependents may participate in Access’ comprehensive health coverage. Access offers plans through a health maintenance organization (HMO) and a preferred provider organization (PPO). Access contributes 90% of medical insurance premiums for employees and eligible dependents enrolled in a health maintenance organization (HMO). Access contributes 80% of medical insurance premiums for employees and eligible dependents enrolled in a preferred provider organization (PPO). The 10% or 20% employee contribution is made via payroll deduction. Eligibility begins the first of the month after 30 days of employment for all new full‑time employees. Upon separation of employment, plans in effect may be continued under COBRA regulations, as required by law. Access reserves the right to change, modify, or delete the healthcare coverage.

Dental

All regular full‑time employees and their eligible dependents may participate in Access’ dental maintenance organization (DHMO) plan or preferred provider organization (DPPO) dental plan through MetLife. Coverage begins the first of the month after 30 days of employment for all new full‑time employees. Access contributes 90% of dental insurance premiums for employees and eligible dependents enrolled in a dental maintenance organization (DHMO). Access contributes 80% of dental insurance premiums for employees and eligible dependents enrolled in a dental preferred provider organization (DPPO). The 10% or 20% employee contribution is made via payroll deduction. Upon separation of employment, plans in effect may be continued under COBRA regulations, as required by law. Access reserves the right to change, modify, or delete the dental coverage.

Vision

All regular full‑time employees and eligible dependents may participate in Access’ preferred provider organization (PPO) vision plan through VSP. Coverage begins the first of the month after 30 days of employment for all new full‑time employees. Access contributes 80% of vision insurance premiums for employees and eligible dependents enrolled in a preferred provider organization (PPO). The employee contribution of 20% is made via payroll deduction. Upon separation of employment, plans in effect may be continued under COBRA regulations, as required by law. Access reserves the right to change, modify, or delete the vision coverage.

Chiropractic Care Coverage

All regular full‑time employees and eligible dependents enrolled in Access health plans may have access to Chiropractic/Manipulation Therapy. Coverage begins the first of the month after 30 days of employment for all new full‑time employees. Coverage is limited to 20 visits per year. Applies to In‑Network. The limit is combined across professional visits and outpatient facilities. Access reserves the right to change, modify, or delete the chiropractic coverage.

Long-Term Disability

All regular full‑time employees are eligible to participate in Access' long‑term disability plan beginning the first day of the month after 30 days of employment. This plan pays an amount equal to 66 2/3% of the employee's monthly earnings, subject to a maximum amount per month, to the age of 65 after an approved waiting period (usually 90 days of disability). All premiums for this benefit are paid for by Access.

Life Insurance

All regular full‑time employees are eligible for group term life insurance coverage beginning the first day of the month after 30 days of employment. Access will pay the total premium cost up to a maximum benefit amount up to one time the employee's annual salary.

Flexible Spending Account Plans

All regular full‑time employees can participate in the FSA, Flexible Spending Account plan. This plan allows employees to set aside pre‑tax income to cover eligible medical and dependent care expenses.

Retirement

CalPERS (California Public Employees Retirement System)

Miscellaneous:100% employer-paid, 2% @ 60; and
PEPRA Miscellaneous (entered CalPERS system after 1/1/13): 7.75% employee paid as of 7/1/2023, 2%@ 62.
Employees are vested after five years of service.

Access also offers two defined‑contribution plans through MissionSquare (formerly ICMA‑RC), a 403(b) and 457. Defined‑contribution retirement plans allow employees to invest pre‑tax dollars in the capital markets where they can grow tax‑deferred until retirement. Participation is both voluntary and self‑directed. Employees may voluntarily contribute via payroll deduction, up to the maximum amount allowable as defined annually by the Internal Revenue Service code. Employees are 100% vested in this plan.

No employer contributions are recognized in these plans.

Paid Time Off (PTO)

All Regular Full‑time Employees Accrue PTO From The First Day Of Employment. Access Provides Employees With Paid Time Off (PTO) For Vacations, Illnesses, Injuries, Medical/dental Appointments, Religious Holidays, Personal Business, And Emergencies As Follows