Sr Contract Administrator (6014)

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The Southeastern Pennsylvania Transportation Authority (SEPTA) is the sixth largest transportation system in the United States, with a vast network of fixed route services including bus, subway/elevated, trackless trolley, light rail, and commuter rail serving a 2,200 square mile service region. SEPTA has become an integral force in the economic success of the Philadelphia region, providing an efficient and reliable source of transportation.

We are seeking candidates for the position of Sr Contract Administrator (6014) in the Procurement & Supply Chain Management.

Opening Date: 4/16/2025

Closing Date: 5/2/2025

Job Grade: SAM 41

Salary Range: $89,908.00 - $112,398.00

OVERALL DESCRIPTION

Performs "cradle to grave" purchasing and contract administration functions which requires Pre- and Post-award contract administration for various goods and services including technical, professional, construction, or vehicles/special/architectural and engineering services. Functioning as a seasoned procurement professional, will typically be assigned larger and more complex and/or visible procurement assignments which require post-award contract administration, in addition to handling lower value and less complex routine purchases, all under limited supervision and guidance. The Senior Contract Administrator is required to assist with the work assignment and training of new and Junior Contract Administrators.

SPECIFIC RESPONSIBILITIES

• Working under limited supervision, performs procurement and contract administration of various goods and services, of varying complexity and value, up to multi-million dollar long-term, construction, vehicle, professional, and special contract services.
• Perform Purchasing and Administration duties in accordance with SEPTA, State, Local and Federal Requirements.
• Assists with the work assignment, oversight, follow-up, support and training of new and junior Contract Administrators.
• Concurrently works on numerous procurements in various stages of the purchasing cycle as follows: Pre-Solicitation, Active Solicitation, Award, and Post-Award.
• Prepares procurement solicitation documents, actively participates in the formation of project-specific solicitation documents relative to terms, conditions, and time schedules and prepares staff summaries.
• Understands and effectively utilizes various contracting methods and types, and trains and directs new and junior Contract Administrators on the same.
• Develops and issues Invitations for Bid (IFB), Requests for Proposal (RFP), and Requests for Quotes (RFQ).
• Understands and appropriately applies the following pricing structures: Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), Finance, Design Build Operate & Maintain, Percent of Cost Savings, Fixed Price with escalation, de-escalation, Blanket/ Requirements, and Time & Material.
• Prepare procurement summary memos for proper approval-authority capturing price and cost variances and reconciliation of estimates, and negotiations and analysis of cost/price expense pools, labor rates, economic and market conditions, inflation, overhead, and fee.
• Conducts Industry Reviews, coordinates review of, and recommends changes and improvements to, specifications; assists in developing pricing sheets, evaluation criteria; contract terms and conditions, establishes and maintains procurement action plans.
• Reviews all procurements created prior to issuance and all addenda during the open solicitation period to identify ambiguous or unclear requirements to avoid potential changes and claims.
• Conducts pre-bid and pre-proposal conferences, including site visits when applicable, and pre-construction meetings for assigned projects.
• Conducts and monitors procurement activities in accordance with QA/QC processes and the procurement schedules. Maintains system to evaluate and monitor contractual performance related to such areas as delivery, progress payments, and schedule adherence. Maintains appropriate documentation in procurement files in accordance with Circular 42210.F and FTA's Best Practices.
• Facilitates the evaluation process; tabulates score sheets; conducts cost/price analysis; negotiates pricing/costs and overhead; direct and indirect cost, fees, terms and conditions in assigned projects.
• Conducts responsiveness and responsibility reviews; conducts financial review; prepares procurement summary memo; recommends award.

SPECIFIC RESPONSIBILITIES CONT'D

• Serves in a lead role while coordinating activities with a variety of functional specialists, such as auditors, accountants, engineers, consultants and attorneys to prepare SEPTA's position and achieve best possible outcomes.
• Reviews standard form contracts and requests revisions to language when specific project conditions, business conditions or changes in applicable laws require revisions.
• Reviews, analyzes and appraises contract changes, disputes and claims; pre- and post- award procurement process management; contract administration and close out. Participates in Bi-weekly Progress/Potential Change Orders (PCOs)/Site Meetings, reviews, analyzes and negotiates change-order requests and contractor/consultant claims by determining entitlement and performing cost/price analysis in accordance with FTA and FAR requirements. Determines allowability and allocability of claimed costs (including subcontractor claims) by analyzing and investigating the Contract, correspondences, schedule, indirect and direct costs, fee/profit, level of effort, and other cost elements of the claim, in accordance with Cost Accounting Standards. Maintains appropriate documentation.
• Obtains post evaluation of consultants from Project Manager. Closes out contracts in accordance with SEPTA's Standard Form Contracts and policies.
• Attends progress and PCO meetings with user departments and vendors/contractors and facilitate resolution of potential change orders and claim issues.
• Practices "Pro-Active Contract Administration" to issue solicitations, awards and changes on a timely basis to avoid protests, claims and change orders. Abides by policies in the immediate Section of Contract Administration. Adheres to Performance Plan Objectives for the immediate Manager's Section in line with the business objectives of the Procurement & Supply Chain Mgt. Dept. and SEPTA.
• Promotes, maintains and manages an environment of utmost professional and ethical relationships between the Contract Administration Section and internal and external customers to ensure an atmosphere of unrestricted market competition, fairness and reasonableness.
• Promptly and proactively alerts stakeholders of concerns related to assigned projects
• Performs other ad-hoc duties as assigned by manager.

QUALIFICATIONS AND EXPERIENCE

• BS/BA in Business Administration, Engineering, Industrial Management, Finance, Procurement, Law or related area and six (6) years of progressively responsible experience in purchasing, contract preparation, and contract administration of various goods and services including technical and professional, construction, equipment, special services, and architectural and engineering services.
• In lieu of a degree, an equivalent combination of experience in purchasing and contract administration and education (i.e., two years of related experience, equating to one (1) year of formal post-high school education may be considered). Experience requirement cannot be substituted with higher education.
• Experience in "cradle to grave" purchasing and contract administration and/or Project Management required. Demonstrated ability to coordinate large purchasing and contract administration assignments under limited supervision.
• Ability to perform dispute/protest resolution and cost and price analysis for award, change orders and claims in accordance with Federal Acquisition Regulations, USDOT Circular 4220.1F and FTA's Best Practices required.
• Demonstrated understanding and the effective utilization of all contracting methods and types at an expert level required:
  • Information for Bid (IFB), Request for Proposal (RFP), and Request for Quotes (RFQ), Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), Finance, Design Build Operate and Maintain, Fixed Price with escalation, de-escalation, Blanket/Requirements, Time & Material.
• Knowledge of Microsoft Office programs and mainframe applications required, including advanced experience levels in: Word, Excel, and Outlook, which applicants can be expected to be tested on.
• Strong verbal and written communication skills required.
• Ability to prepare and present information to large and diverse audiences (i.e., Vendor, pre-bid and pre-proposal meetings)
• Detail-oriented with strong organizational skills required.

BENEFITS

SEPTA offers a comprehensive benefits and retirement program:

• Medical - Minimal annual premium contribution

Benefit plans with No Employee annual premium contribution:

• Prescription
• Dental

• Vision

Additional benefits we offer:

• Defined Benefit Pension Plan

• Voluntary Governmental 457B Deferred Comp Plan, with available Financial Advice and Planning Services

• Life Insurance
• Paid Parental Leave
• Tuition Reimbursement
• SEPTA Transportation Pass - FREE travel on all SEPTA modes of transportation

• SEPTA employees qualify for the Public Service Loan Forgiveness (PSLF) program
• Generous Vacation Allowance
• Dependent Care Flexible Spending Account

SEPTA is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.