Contract Specialist

Position Title: Contract Specialist

Safety Sensitive: No

Supervisor’s Title: Director of Procurement & Supply Chain Management

FLSA Status: Exempt

Department: Procurement

Division: Finance

ABOUT US

We are IndyGo, a Municipal Corporation of Indianapolis – Marion County, and we’re proud to be the largest public transportation provider in the state of Indiana. We operate 32 transit routes throughout the county, providing nearly 10 million passenger trips a year to the good citizens of our region. IndyGo is committed to expanding mobility options to improve connectivity with the company’s mission, vision, and goals.

WHO WE ARE

A key measure of any great city is the ease of getting from one place to another. We call it “mobility.” It’s as essential as access to electricity and clean water. It moves a city forward to become a better place of opportunity and community. It’s a measure of a city’s vitality and potential, and it reflects a city’s judgment about its civic priorities. It makes a city a better home and a better place to visit.

At IndyGo, getting people from one place to another is much more than just moving riders; it’s about getting our riders to their hopes and dreams, to their education and careers, to their families and friends, to their health and well-being, and another day of life in Indianapolis and the surrounding areas.

We’re here because you’ve got somewhere you need to be, and you need an easy, reliable way to get there. So come on; get on and get going to wherever you want to go on IndyGo.

INDYGO MISSION

As the region's largest transit authority, we are duty-bound to set the bar for transparency, trust, and overall professionalism. Our mission is to connect our community to economic and cultural opportunities through safe, reliable, and accessible mobility experiences.

Accountability: We are legally, ethically, and morally committed to utilizing all resources responsibly with integrity and transparency. 

Diversity: We promote, embrace, and value all individuals. 

Safety: We ensure safe and secure environments.  

Excellence: We strive for quality in everything we do.

Teamwork: We actively promote effective communication, collaboration, and partnerships. 

Respect: We value and treat all with dignity.

BENEFITS WE OFFER

• Full-time positions with guaranteed 40 hours/week.
• Medical, dental, and vision (effective on the 1st of the month, 30 days after the start date).
• Free on-site wellness clinic for employees and their families.
• Retirement plan (401A and 457B).
• Tuition reimbursement.
• Free IndyGo transportation for employees and their families.
• Federal Loan Forgiveness Program

POSITION PURPOSE

The Contract Specialist is responsible for utilizing federal and state regulations, statutes, codes, and guidelines to complete the entire solicitation cycle for various projects, from pre-issuance to pre-award, post-award, contract administration, and close-out between the corporation and members of the vendor community.

*The salary range is $50,000 - $54,590 annually, commensurate with education and experience.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

To be successful in this role, an individual must be able to perform in a satisfactory manner the functions listed below. The company will provide reasonable accommodation to enable individuals with disabilities to perform these functions. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Develop all bid documentation required for a specific procurement, creating a cohesive bid package; this includes determining the type of procurement, issuing bids, drafting contract documents, and following up with vendors.
• Facilitate public meetings, internal evaluation meetings, and the bid evaluation and selection committee process, bid openings, and tabulations.
• Conduct contract negotiations and final contract drafting consistent with the Federal Transit Administration (FTA) Best Procurement Practices Manual (BPPM) and Federal Rules of Acquisition (FAR) and the corporation’s best interests.
• Perform necessary contract administration procedures, including negotiating contract disputes to resolution.
• Perform independent value analysis and cost-price reasonableness analysis.
• Ensure compliance with FTA regulations throughout the contract process.
• Develop and maintain records of past and present procurement contracts.
• Assist department managers and project managers in developing department purchase plans and procedures for formal procurements.
• Make recommendations relating to the procurement of supplies and services for the corporation.
• Assist and advise the Director of Procurement and Senior Contract Specialist in coordinating and directing capital projects, including but not limited to the purchase of transit vehicles, construction, and facility repairs.

OTHER FUNCTIONS

• The interface between accounts payable, receiving, and procurement resolves conflicts and promotes the timely flow of information.
• Support the Director of Procurement through the provision of research, reports, and information storage and retrieval.
• Perform the duties of the Director of Procurement/Senior Specialist in the event of absence, illness, or travel; this may include providing results from procurement analyses and offering recommendations to the President and Chief Executive Officer and the Vice President of Finance and Chief Financial Officer/Controller.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

• No direct reports but provides guidance to all project managers and evaluation team members.
• Develops and implements policies and procedures regarding contracts and trains, reviews, and corrects the work of project managers and evaluation team members in the contract process.

EDUCATION AND/OR EXPERIENCE

To perform this job successfully, an individual must have the following education and/or experience.

• Associate degree or two years of college coursework in business administration, pre-law, purchasing, or related field or equivalent work experience required. Education may be substituted for two (2) years of work experience in purchasing, contract administration, legal retail, office, hospitality, or warehousing.
• Completion of the National Transit Institute Procurement Series (company-sponsored training) is required in the first 24 months of employment.
• Understanding Indiana state and federal purchasing requirements is preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily.

Knowledge of:

• Ability to operate office equipment, including copiers, fax machines, and phones.
• Strong presentation skills and the ability to communicate with small and/or large groups.
• Ability to interact with others, both in person and through phone, e-mail, and written correspondence.
• Above-average decision-making and problem-solving abilities.
• Above-average mathematical abilities (addition, subtraction, multiplication, division, percentages, ratios, and fractions) and the ability to apply principles of algebra and geometry.
• Ability to monitor a budget and to track and control expenses and revenues.
• Ability to process and analyze data and to conduct complex financial analysis.
• Ability to prioritize, organize, and manage tasks and time effectively.
• Proficiency using a computer, including proficiency with Microsoft Office, the internet, and spreadsheets and databases.

PHYSICAL DEMANDS

The physical demands described here are representative of those an individual must meet to successfully perform the essential functions of this job.

• Ability to work in a deadline-oriented office environment.
• Ability to work independently with minimal supervision.
• Ability to remain stationary 50% of the time and to move intermittently throughout the workday, occasionally between departments or facilities.
• Local travel is required; evening and weekend travel is required occasionally. Overnight travel may be required with company-sponsored training.

IndyGo is an Equal Opportunity Employer.