BAY AREA TRANSPORTATION AUTHORITY
JOB DESCRIPTION
Procurement and Grants Management Specialist
Supervised By: Finance Manager
Supervises: None
Pay Scale: Administrative Level 5
Position Summary:
Under the supervision of the Finance Manager, the Procurement and Grants Management Specialist is responsible for coordination of capital planning and reporting, managing state and federal grants programs and for overseeing the purchase of materials, supplies and equipment for organization. The specialist oversees the capital planning and purchasing functions for the entire organization to ensure that the organization can successfully carry out its mission.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
- Works with management staff and executive leadership to accomplish organizational goals and objectives.
- Develops strategies to leverage all available resources to assist in the overall operations of the organization.
- Implements assigned projects to ensure proper vendor performance and adherence to specifications and compliance with the organization’s capital program.
- Creates and maintains status and update reports to ensure capital projects and procurements are meeting purchasing requirements, schedules and guidelines of the organization.
- Ensures compliance with organizational, MDOT and FTA policies and procedures.
- Responsible for the compilation and submission of National Transit Database (NTD) reporting.
- Serves as a consultant to other departments to identify needs, provide research, and determine scope and specifications of project requirements in accordance with grant and purchasing requirements.
- Assists the Executive Director in preparing items for presentation at Board meetings. Provides reports and information documentation to the Board as required.
- Serves on internal or external committees as assigned by the Executive Director in support of procurement, grants and management of the capital program.
- Supports the Finance Manager and Executive Director with any other duties or projects as requested.
- Administers the Triennial Review Process and implements the policies and procedures necessary to ensure compliance with all state and federal regulations.
- Manages and monitors all grant funding and related projects to help create & submit milestone reports and resources are utilized to their fullest potential.
- Develops and manages grant budgets both within the department and throughout the organization.
- Responsible for the RFP or competitive bidding process from creation to submission.
- Administers the organization’s capital planning program and coordinates the creation of an annual Capital Improvement Program.
- Facilitates the implementation of BATA’s Transit Asset Management Plan and updates the plan as necessary.
- Prepares independent cost estimates, cost or price analysis, sole source requirements, project documentation reports, etc. that are needed to properly document procurement action.
- Manages the DBE reporting and goal formulation for submission to FTA.
- Evaluates vendors’ offers, preparing recommendations for staff and Board action. Works with attorney and third party to develop satisfactory contract language and prepares contract documents and approves purchase orders, including change orders generated by others acting on approved vendor recommendations.
- Manages assigned procurement solicitation documents including technical specifications and assists project managers in the purchase of supplies, services, and equipment as requested.
- Analyzes current market conditions to ensure the organization optimally expends its funds.
- Collaborates with other departments, and/or the Executive Director, on special projects.
- Attends meetings and makes presentations as requested.
- Performs related work as required.
Required Knowledge, Skills, Abilities, and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
- Accountability - Takes personal responsibility for the quality and timeliness of the work performed. Achieves results with little oversight.
- Analytical Skills - Ability to use thinking and reasoning to solve a problem.
- Communications - Ability to communicate effectively with others both orally and in writing.
- Customer Service - Ability to take care of the customers’ needs while following company procedures.
- Ethics & Integrity - Earns others' trust and respect through consistent honesty and professionalism in all interactions.
- Financial Aptitude - Ability to understand and explain economic and accounting information, prepare and manage budgets, and make sound long-term investment decisions.
- Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
SKILLS & ABILITIES
Education: Bachelor's Degree in Business, or equivalent from a four-year college or university. Master’s Degree preferred.
Experience: Three (3) to five (5) years of related experience and/or training; or equivalent combination of education and experience. Experience with the RFP process, capital planning, and MDOT and FTA grant programs preferred.
Computer Skills
Basic computer skills and intermediate or advanced knowledge of Microsoft Office Suite. Experience with Microsoft Project preferred. Familiarity with online reporting systems such as PTMS. Ability to learn new and/or proprietary systems as required.
In addition to the above requirements, all positions require the ability to read, write, speak and understand the English language as necessary for the position; the ability to follow written and oral instructions and the ability to interact positively with other employees and members of the public. Employees are also expected to possess and maintain a record of orderly, law-abiding citizenship, sobriety, integrity, and loyalty as it pertains to and reflects upon their employment. Employees must be physically and mentally able to perform the essential duties of their position without excessive absences.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office and field setting, stand, sit, stoop and kneel, use hands to finger, handle or feel and reach with hands and arms. The employee must lift and/or move items of moderate to heavy weight.
The typical work environment of this job is an office setting where the noise level is moderate and sometimes loud.
Employment Status:
It is the policy of the Authority that all employees in this job classification are employed at the will of the Authority and may resign or be dismissed with or without cause or notice at any time during employment.
FLSA – Exempt – Administration
Created: 01/10/2023
This job description has been approved by all levels of management: Manager/Director_____________________________________________ HR_________________________________________________________
Starting Pay Rate: $70,000
Employee signature below constitutes the employee’s understanding of the requirements, essential functions and duties of the position.
Employee__________________________________ Date_____________
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