SENIOR CONTRACTS AND PURCHASING SPECIALIST
Metropolitan Washington Council of Governments
SENIOR CONTRACTS AND PURCHASING SPECIALIST
Starting Salary Range : $71,702 - $90,000
The Metropolitan Washington Council of Governments (COG) is a 501c3 membership association of more than 250 local, state and federal elected officials representing 22 city and county governments in the National Capital Region. Established in 1957, COG has significant policy and program responsibilities in such important areas as transportation planning, environmental protection, public safety and health, and housing and community planning. The COG Board of Directors is comprised of 34 elected and appointed officials from the District of Columbia, Suburban Maryland and Northern Virginia and has overall policy, budget and administrative oversight for COG. The COG Board is supported by the Executive Director and a team of approximately 125 management, professional technical and administrative staff. COG is funded by annual membership assessments from 22 local governments in the National Capital Region and several federal, state, foundation and private sector grants and contracts.
The Contract Administrator provides full life-cycle contract management, subcontract management, and contract support which includes leading all pre-award, post-award, and closeout activities for government and commercial contracts and subcontracts. He/she reviews and prepares documents, provides interpretation of terms and conditions, and advises management of contractual rights and obligations. The Contract Administrator works directly with the program manager, funding agencies, accounting and billing staff, vendors, legal counsel, and management to ensure effective communication, problem resolution, and timely completion of each stage of contract administration. Duties also include some purchasing tasks. This position reports directly to the Contracts and Purchasing Manager but works closely with the director and staff in MWCOG’s Department of Homeland Security and Public Safety.
Example of specific tasks include, but are not limited to, the following:
- Perform pre-award, post-award, and termination action on various types of contracts, including complex and unique procurements, providing support and expertise to the program manager on a day-to-day basis
- Initiate and conduct kickoff meetings with program, billing and accounting staff to ensure clear understanding of proposed terms and conditions, and identify any potential problem areas
- Manage the RFP process, including drafting or review of language and scope of work, initial review with legal counsel, posting of the RFP, response to potential vendors, and organization of review team
- Generate and negotiate complex contracts, subcontracts, and other agreements, including writing and execution of change orders.
- Ensure compliance with award and contract terms, internal policies and procedures, and OMB cost principles and administrative requirements under 2 CFR 200
- Manage large and/or complex equipment purchases
- Route grant awards and contracts for signature, maintain electronic contract files, and route all new awards and modifications to billing staff
- Enter purchase requisitions and purchase orders into the Deltek Costpoint purchasing system and set up vendor files. Review and adjust open PO’s at least monthly.
- Prepare internal and external reports, including status reports to management
- Maintain awareness of governmental, legal, and procedural requirements and trends
- Provide technical guidance and assistance to program and support staff, research specific contractual issues, and advise management on matters that may affect the organization’s best interests
- Organize and maintain all contract and subcontract files, and maintain a log that cross-references projects by various references (award or contract number, purchase order, funder reference numbers, etc.)
- Enter contacts and amendments into contracts database within 5 business days of receiving fully executed copies.
- Serve as liaison between MWCOG and its vendors for contractual matters, monitor and track vendor performance, and proactively identify and address problems. Take steps to ensure that vendor invoices are received within 15 days following the close of the month, and review, code and route vendor invoices for payment.
- Meet regularly with billing staff to reconcile accounting system balances to the funder’s records, and work with billing and program staff to resolve discrepancies
- Assist with coordination of annual monitoring review and audits.
Required Education and Work Experience
Bachelor’s degree, with at least twenty-four (24) semester hours in accounting, business, finance, law, contracts, economics, or similar and relevant business courses; or, Bachelor’s Degree and current professional certification such as CPCM, CFCM, CPPB, or CPPO; and Six (6) years of experience in contracts and purchasing, to include administration of federal awards or contracts
Preferred experience and qualifications
- Public-sector experience
- DBE requirements and reporting
- Homeland Security/FEMA awards and task orders
- Experience with and understanding of federal procurement requirements (FAR, 2 CFR 200, or similar)
The ideal candidate will also have the following experience and skills:
- Significant experience using a full range of skills in the areas of contracts and purchasing, including formation and negotiation of complex contracts and other agreements
- Experience working closely with program staff and vendors to help monitor contract performance and compliance with terms and conditions
- Experience with large and/or complex equipment purchases
- Ability to coordinate and work closely with program staff, vendors, awarding agencies, accounting staff, and others to help ensure efficient and compliant administration of contracts and awards
- Ability to solve problems and achieve targeted goals
- Ability to work both independently and as a team player with minimal supervision
- Ability to multitask and work in a fast-paced environment, often with short deadlines
- Good analytical ability and problem-solving ability
- Experience with automated purchase order and contract management systems
To apply for this position, please submit your cover letter, resume,
writing sample and salary requirements to:
MWCOG is an Equal Employment Opportunity (EEO) employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices.
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