Acquisition Operations Specialist

Location: Metro Supply Facility

WMATA Reference: 240158

Job Summary/Duties:
The Acquisition Operations Specialist assists with the establishment, monitoring, program management and quality assurance of assigned contracts, contractors and temporary staff, which includes monitoring performance. This position is responsible for analyzing systems, processes and data, diagnosing and identifying problems, and recommending, and implementing solutions related to all aspects of service and non-inventory contracts in support of the Authority’s mission.

Essential Functions

• Monitors and evaluates procedures, processes and contractor performance on assigned projects and service contracts to assure compliance to standards and performance expectations (i.e. Contractual and Capital Budget performance, etc.).
• Performs compliance reviews and contract management oversight on all assigned contracts and purchasing agreements to ensure compliance with contract/purchasing terms and conditions. This includes:
• Monitoring performance of contracts against performance indicators to ensure all obligations under agreements are being met and payment compliance to contract schedules.
• Monitoring and serving as the Contracting Officer's Technical Representative (COTR) on various materials and service contracts ensuring Socio-Economic compliance on contract agreements in accordance with Authorities Small Business Program policies.
• Provides administrative assistance on the preparation of Statements of Work (SOWs), Independent Cost Estimates (ICEs), Justifications and Approvals (J&As), Determinations and Findings (D&Fs) and participates on technical review teams by assisting in the development evaluation criteria and technical evaluation SSP plan. Assists Program Offices (COTRs, program/project managers (PMs) and technical points of contact (TPOCs) in the development and preparation of all documentation needed for a complete acquisition package to be submitted to Procurement.
• Coordinates full and final execution of all contract documents, maintains the Master Contract Filing system, administers and maintains the contract management database, to include monitoring, following-up on and resolving all renewal notifications; scanning and adding all finalized contracts, amendments and insurance certificates to the database.
• Performs monthly audits on assigned contracts, coordinating with contractor/vendors and appropriate departmental stakeholders to gather data to generate contractor’s performance metrics. Maintains accurate, audit records, follows up on correction of discrepancies and provides audit tracking for performance analysis.
• Prepares accurate and concise contract file checklists and reports, to support Contract Close-Out efforts.
• Ensures compliance with all Authority policies, procedures, guidelines and established rules, to include all operations safety rules, operating rules and functional procedures. Reports discrepancies to appropriate manager.
• Provides recommendations on compliance and any associated changes to existing acquisition policies and procedures to meet FTA regulations and Procurement Department (PRMT) policies and ensure efficient and effective acquisition activities.
• Conducts complex data and procurement policy analysis to establish controls for the operation’s procurement needs, establishing acquisition strategy and methodology in compliance with WMATA procurement policy.
• Supports the development of the acquisition strategy and contract documentation needed for future contract awards.
• Coordinates and tracks contractor invoices from acceptance through submission and proper contract payment.
• Coordinates the preparation of all assigned Contract Life Cycle Management (CLM) actions through WMATA’s procurement process.
• Reviews and edits scopes of work for service contracts to ensure contracts deliverables are clear and concise.

Other Functions

• Assist in training new staff on the use of enterprise systems and established processes.
• Serves as the contracting officer’s technical representative on assigned contracts monitoring compliance with contract terms and conditions and specifications. Initiate contract modification and appropriate contract performance memorandums.

The essential duties listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervisioMinimum Qualifications:

Education
Bachelor’s Degree in Business Administration, Procurement, or a related field.

In lieu of a Bachelor’s Degree, a high school diploma or GED and an additional four (4) years of experience in developing and administering requests for proposals and/or quotations, specifications, scope of work, and different types of contracts and agreements may be considered.

Experience
A minimum of five (5) years of demonstrated experience in Program Management and Acquisition Management across the acquisition lifecycle (including cost, schedule and performance).

Certification/Licensure
Employee must be able to obtain and maintain a WMATA Contracting Officers Technical Representative (COTR) certification within 90 days of being hired into this role.

Medical Group:
Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

Evaluation Criteria:
Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:

• Skills and/or behavioral assessment
• Personal interview
• Verification of education and experience (including certifications and licenses)
• Criminal background check (a criminal conviction is not an automatic bar to employment)
• Medical examination including a drug and alcohol screening (for safety-sensitive positions)
• Review of a current motor vehicle report

Closing:
WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.

Please apply before 6/1/2024

To apply for this position, visit WMATA's Career Center