Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County. Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.
For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I. This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively. SBCTA calls the historic San Bernardino Santa Fe Depot home. Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation.
ABOUT THE JOB: Under general supervision, develops and administers contracts for a wide range of services in accordance with SBCTA procurement procedures and legal requirements; analyzes programmatic practices and procedures and makes recommendations for operational, policy, and procedural improvements; develops, summarizes, and maintains administrative and fiscal records; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED Receives general supervision from the Procurement Manager. May exercise functional or direct supervision over assigned administrative support staff.
CLASS CHARACTERISTICS This is a journey-level class that independently performs the full range of procurement and contract administration duties, including developing requests for proposals, soliciting bids, and administering and monitoring contracts, including insurance requirements. The incumbent participates in developing and implementing policies and procedures for the procurement program. The work has technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Procurement Manager in that the latter has full management authority in planning, organizing, and directing the full scope of professional procurement, risk management, and contract administration operations within the department.
EXAMPLES OF TYPICAL JOB FUNCTIONS
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Coordinates and performs professional-level administrative and programmatic work in procurement and contract administration.
Assists in monitoring contract insurance compliance; receives, reviews, and processes insurance verifications for contract compliance; submits insurance verifications to risk management to obtain confirmation of compliance.
Maintains original contract and procurement documents in central location.
Researches and develops detailed product and/or service specifications and establishes contract terms; confers with department staff to resolve questions regarding intent and expected use of goods and services, specification definitions, and scope of work statements.
Develops bid invitations and solicitations, formal and informal bids, and requests for qualifications/quotes/proposals while ensuring legal and contractual provisions are included to protect SBCTA’s interests; assists in scheduling advertisements, announcements, and conference rooms for RFPs and IFBs; assists in preparing, reviewing, and formatting addendums to IFBs and RFPs.
Analyzes cost/price elements in contractor proposals, bids, amendments or change orders.
Assists in managing the evaluation of RFPs, RFQs, and IFBs, proposals, and quotations; conducts cost and price analysis; chairs evaluation committee meetings and vendor interviews; acts as advisor regarding consultant/contractor selection and award recommendations.
Drafts contracts ensuring legal requirements are incorporated and enforced; coordinates review of contract documents with legal counsel; maintains related files.
Ensures that procurements follow all guidelines and regulations to secure and/or retain state and federal funding.
Ensures contractor compliance with provisions, including the maintenance of required insurance; develops, implements, and maintains an insurance tracking system and ensure that all insurance certificates are in compliance with current contract requirements; develops contract amendments and extensions as needed; monitors contractor performance and takes or recommends necessary remedial action to enforce compliance with provisions; researches and resolves discrepancies.
Assists in creating various procurement documents and board agenda items.
Attends/leads various meetings, including pre-bid and post-bid debriefings.
Assists in various activities and work from the beginning of the procurement process through final close-out.
Helps to maintain/update within the agency’s financial accounting system including the purchasing and contracting management modules.
Provides guidance and assistance to SBCTA staff regarding capabilities of the financial accounting system’s purchasing and contracts modules; enters, updates, and maintains contract data and reporting related to procurements in the purchasing and contracts modules.
Assists with the maintenance/upkeep of the procurement document management system.
Serves as a liaison to employees, the public, private organizations, government agencies, community groups, and other organizations; provides information and assistance regarding procurement programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.
Conducts a variety of analytical and operational studies regarding departmental and procurement activities, including financial, budget, regulatory, operational, or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations.
Maintains accurate records and files; develops storage of records and retention schedules.
Assists with analyzing and applying for various awards such as the Excellence in Procurement (AEP).
Performs other related duties as assigned.
Principles and practices of public agency procurement and purchasing programs including competitive bidding procedures and supply chain management.
Principles, practices, and techniques of administering procurement contracts and enforcing contract provisions.
Principles and practices of sound financial management policies and procedures.
Project and/or program management, analytical processes, and report preparation techniques.
Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
Research, statistical, analytical, and reporting methods, techniques, and procedures.
Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Record keeping principles and procedures.
Modern office practices, methods, and computer equipment and applications related to the work.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for effectively representing SBCTA in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and SBCTA staff.
Perform programmatic administrative, procurement, and contract administration activities.
Conduct research on a wide variety of administrative topics including procurement and contract administration programs, policies, and procedures.
Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
Research, analyze, and evaluate new service delivery and improvements in operations, methods, procedures, and techniques.
Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations.
Effectively represent the department and SBCTA in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
Establish and maintain a variety of filing, record keeping, and tracking systems.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
Use English effectively to communicate in person, over the telephone, and in writing.
Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to graduation from an accredited four-year college or university with major coursework in accounting, finance, public or business administration, or a related field and three (3) years of progressively responsible experience in purchasing, contract administration, or procurement services.
Licenses and Certifications:
Possession of, or ability to obtain, a valid California Driver's License by time of appointment.
Position may require pre-employment background investigation, physical and drug test.
Additional Salary Information: Plus benefits
Internal Number: 2020-00008
About San Bernardino County Transportation Authority (SBCTA)
San Bernardino County Transportation Authority, known as SBCTA, is the transportation planning agency for San Bernardino County. SBCTA is responsible for cooperative regional planning and furthering an efficient multi-modal transportation system countywide. SBCTA serves the 2.1 million residents of San Bernardino County.
As the County Transportation Commission, SBCTA supports freeway construction projects, regional and local road improvements, train and bus transportation, railroad crossings, call boxes, ridesharing, congestion management efforts and long-term planning studies. SBCTA administers Measure I, the half-cent transportation sales tax approved by county voters in 1989.