Transit Systems 2018-05-11 2018-05-27

Purchasing & Contracts Officer

Company: CTtransit View more listings
Location: Hartford, Connecticut
Job Status: Full-time
Job ID: 103793

Job Description:

Provides overall direction of system wide purchasing and contracting activities, including implementing Company purchasing procedures; conducting formal bids/proposals, selects vendors and issues purchase orders for the acquisition of materials and supplies, professional and construction services, leases, rentals and contracts on a system-wide basis.

Examples of Duties:

1. The PCO oversees and manages contracts including the planning, organizing, supervising and coordinating of procurements and overseeing contract administration activities. Manages/coordinates process of bids/proposals (specifications, advertising, issue, plan & schedule and maintain detailed records of each procurement), as required, for major purchases of construction, materials and supplies and contracts for services. Prepares cost estimates as required to ensure contracted pricing reasonability.

2. The PCO directly oversees and supervises the Purchasing staff in the Hartford Division, provides policy and procedural guidelines for purchasing, construction, material and service contracts in all divisions. Supervises and coordinates purchasing activities in all divisions. Provides training for company personnel, as required.

3. Develops implements and ensures compliance with purchasing procedures in conformance with applicable State, Federal and Local policies, laws and regulations.

4. Conducts cost analyses, sole source documentation, performs research and makes recommendations concerning purchasing methods, contract awards and contract extensions; may be called upon to prepare regular and special reports of departmental activities. Provides background to all company personnel as to the procurement process; continues education and networks with other transit/public procurement professionals to maintain knowledge of best practices and regulatory changes.

5. Assists other State Agencies with the procurement process (i.e. diesel bid, services, etc.); provides guidance on an as needed basis.

6. Solicits quotations from prospective vendors for formal and informal quotes and issues purchase orders for purchases authorized by an inventory order, approved Authority for Expenditure (AFE) or requisition; receives, reviews, maintains and verifies AFE documentation; receives and reviews incoming requisitions and delegates accordingly.

7. Works closely with other departments, on a system-wide basis, to monitor purchasing procedures, develop specifications, qualify new vendors, as necessary and otherwise ensure the timely delivery of the highest quality goods and services required by the Company at the lowest possible cost. Work cooperatively with all levels of personnel. Develops and maintains files of pending purchase orders and contracts.

8. Responsible for setting up and maintaining files in the computer concerning diesel fuel purchases and pricing for all divisions.

9. Supervises and approves P-card purchases before sending to the Accounts Payable Department for payment.

10. Reviews and approves invoices from vendors; reconciles discrepancies and errors with vendors prior to approving invoices for payment; follows-up with vendors to ensure the timely shipment of back-ordered items.

11. Controls and processes Authority for Expenditure (AFE) requests and approvals for Capital purchases, leases and contracts.

12. Develops and implements Disadvantaged Business Enterprises (DBE) & Small Business Enterprises (SBE) participation.

13. Provides primary connection with employees and vendors on purchasing matters.

14. Attends in-service training, seminars or other opportunities for professional development as made available by the agency.

15. Has thorough working knowledge of company policies and procedures. Ensures consistent administration of established Company purchasing policies and procedures. Revises and updates purchasing policies and procedures as needed.

16. Other duties and responsibilities as assigned.


1. Major course work in business administration, procurement, inventory control, construction, special projects, economics or a closely related field preferred; specialized training in fleet purchasing or maintenance management, logistics, computerized purchasing and inventory control systems is highly desirable. Specialized training that is directly relevant to purchasing and contracting functions in the public transit industry are a plus.

2. Five (5) years of professional, full-time purchasing experience, including at least one (1) year of supervisory experience. Significant purchasing and contract experience in the public transit industry, or a closely related field, is highly desirable and may be substituted for a portion of the educational requirement.

3. Knowledge of transit industry purchasing practices, especially Federal Transit Administration rules, regulations and best practices.

4. Experience developing and monitoring procurements and contracts within the public transit industry is highly desirable.

5. Knowledge of computer based purchasing systems; proficiency in software programs (spreadsheets, data bases, word processing, etc.), internet applications and utilization of all relevant office equipment is necessary and highly desirable.

6. Must be able to handle confidential information.

7. Valid driver's license and the ability to be insured by our insurance company throughout employment. Individual may be required to travel in the course of their daily work.

8. The ability to prioritize projects and have excellent oral and written communication skills, interpersonal skills, tact and diplomacy. Ability to work both independently and in a team environment.

9. Good work record is essential.

How To Apply:

Please visit our website at to complete the on-line application and attach a cover letter to include salary expectation along with a resume.

CTtransit is an Affirmative Action/Equal Opportunity employer and strongly encourages the applications of women, minorities, and persons with disabilities

Transit Job Listing - Purchasing & Contracts Officer