Transit Systems 2021-04-05 2021-05-10

Procurement Specialist

Company: Capital Area Transit View more listings
Location: Harrisburg / York, Pennsylvania
Job Status: Full-time
Job ID: 130924
Website: https://www.cattransit.com/jobs

Location: This position may be located in the Harrisburg or York office.

Job Summary
The position is critical in assisting Capital Area Transit in meeting our mission of mobility. The impact of public transportation runs much deeper than a trip from point A to point B. We are the means for which people have access to experiences that alter their lives in meaningful ways. Our culture of innovation and stewardship champions that mission. This position is responsible and held accountable for the documentation of the Authority’s procurement functions and assists the Chief Financial Officer and Grants and Procurement Manager in auditing, financial analysis, and financial reporting activities.

Key/Reporting Relationship:
This position reports to the Grants and Procurement Manager. This position receives general supervision and works within established guidelines.

Essential Duties and Responsibilities:

  • Executes under the direction of the Grants and Procurement Manager the Authorities’ daily procurement activities including, but not limited to, insuring the use and maintenance of standard procurement documents such as Requests for Proposals (RFPs), contracts, and purchase orders. Performing cost/product/price comparisons and estimates, formulating and using procurement procedures for micro purchases, small purchases, formal sealed bids, invitations to bid, competitive negotiations, RFPs and single source contacts. Placing official notices and ads for formal procurements, maintaining bidder lists, assisting at bid openings, maintaining meticulous, compliant contract files and using required FTA checklists.

  • Maintains procurement methods/ bid standards and prepares procurement documents to publicly solicit bids, contracts for the purchase and/or lease of materials and services. Assists with the preparation of solicitation documents and offers. Tracks purchasing activity and measurements. Assures all invoices are audited for compliance with contract terms and performs contract closeout. Responsible for the creation and maintenance of appropriate and accurate recordkeeping. Ensures proper project budgeting, conducts independent cost estimates and cost or price analysis.

  • Administratively supports The Authorities’ efforts in conjunction with Grants Management related to long-term capital planning and budgeting in alignment with The Authorities’ strategic plans. Including the development of funding plans, annual capital program elements, specific capital projects and required Transit Improvement Plans for submission to the Boards, regional planning commissions and federal and state agencies.

  • Assists the Chief Financial Officer and Grants and Procurement Manager in the evaluation, improvement and maintenance of procurement functions and associated information systems.

  • Works with The Authorities’ management throughout the organizations to provide accurate, timely and usable procurement reporting for informed management decision-making.

  • Assists in the execution of policies, procedures and controls to ensure efficient and effective financial and procurement activities, operations and projects.

  • Supports the Chief Financial Officer and Grants and Procurement Manager in ensuring compliance with federal, state and local laws and regulations.

  • Coordinates with the Finance Staff on executing procurement related accounting activities and on all procurement related audits performed by The Authorities’ independent accounting firm or by external federal and/or state entities.

  • Works with Grants and Procurement Manager to keep up to date with a thorough understanding of changing Federal, State and Local regulations. Helps communicate with appropriate staff on current federal, state and local statutory, regulatory and contractual requirements related to procurement; maintains a thorough understanding of and ability to use the current government grant related systems. Ensures compliance with Federal Transit Administration (including, but not limited to: Circular 4220.1F and 2 CFR Part 200), Pennsylvania Department of Transportation, the Pennsylvania Municipal Authority ACT of 1945 and any other grant requirements.

  • Prepares and reviews procurement related systems reports for accuracy and completeness while assuring the existence and proper organization of all detailed supporting documents and records required to maintain full compliance with all relevant regulations.

  • Prepares month-end and year-end procurement reporting under the direction of the Grants and Procurement Manager.

  • Maintains financial databases and computer software systems used in procurement operations.

  • Preserves historical reference by establishing and maintaining a record-keeping system, documenting procedures and decisions, maintaining required documentation, and ensuring delivery of documents as necessary. Compiles and maintains a procedure system and organized office to ensure continuity of position.

  • Maintains trust, confidence and protects the organization by keeping information confidential and disclosing only on a need to know basis; ensuring high ethical standards; fosters a spirit of respect, trust and cooperation; using good customer service skills with both internal and external customers; and upholding the organization’s reputation in the community.

  • Contributes to the team by training assigned employees

  • Prepares reports by collecting, analyzing, and summarizing information and trends. Uses reports to communicate with senior staff and to mine data for decision-making purposes.

  • Ensures communication and positive image of Authority by reviewing critical incidents, exceptions to policy and/or goal achievement with Grants and Procurement Manager.

  • Maintains cooperative relationship with coworkers and management by communicating necessary information, responding to requests, building rapport; and participating in problem- solving methods.

  • Contributes to effective communications within the organization by establishing and maintaining effective communication lines with all staff members and general public. Keeps management and staff informed of critical information needed to ensure smooth operations.

  • Maintains professional and technical knowledge by attending educational classes/workshops; reviewing professional publications; establishing personal networks; and participating in relevant professional societies.

  • Additional Tasks: Contributes to CAT team effort by performing other assigned duties as needed.

Job requirements:
Requirements listed represent the knowledge, skill, and/or ability, mental/physical demands and work environments required to perform the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential knowledge, skills, abilities and experience:
  • An Associate’s Degree with commensurate experience or the equivalent.

  • Procurement experience in a governmental, grant funded and federal regulated environment and/or Transit procurement experience is a plus.

  • Experience with Federal Procurements, Department of Transportation (DOT), Federal Transportation Authority (FTA), state, and local regulatory guidance relative to public transit is a plus.

  • Candidate must possess a strong working knowledge of procurement, invoice processing and payment functions in an electronic environment.

  • Commitment to accuracy, strong organizational skills, and attention to detail

  • Experience with word processing, spreadsheets, internet software and/or database software.

  • Experience with SAGE and or ERP software is a plus.

  • Ability to maintain confidentiality.

  • Ability to maintain compliance with the Health Insurance Portability and Accountability Act (HIPAA).

  • Ability to operate communication and other designated automated equipment.

  • Ability to manage one’s own time and to follow a schedule to meet deadlines.

  • Ability to represent the Authority in a professional and positive manner at all times.

  • Ability to actively listen, communicate effectively and follow oral and written instructions that are given in English. Ability to complete records. Ability to work with diverse customers.

  • Work hours may include a nonstandard workweek, overtime, various shifts and weekend work.

  • Must meet hiring qualifications of an acceptable driving record and background verification in accordance with CAT standards.

  • Ability to travel for organizational needs.

  • Must have regular attendance and punctuality.

Certificates and Licenses Required:
Must possess valid motor vehicle operator’s license that is not under suspension or revocation, and possess current automobile insurance coverage.

Safety:
Position requires that employee conducts all tasks in a safe and efficient manner complying with all local, state and federal safety and health regulations, programmatic standards, and with any special safety concerns identified by CAT for use in a particular area or with a client. The employee must identify and familiarize himself/herself with the Agency Safety Plan and the System Security and Emergency Preparedness Plan. He/she must also be familiar with specific safety and security requirements for his/her working area. Employee must not pose a direct threat or significant risk of substantial harm to the safety or health of himself/herself or others.

Apply: https://www.cattransit.com/jobs

Transit Job Listing - Procurement Specialist