Job Details

VALLEY METRO: Contract Specialist Inventory


FLSA: Non-exempt position, eligible for overtime compensation.

OPENING DATE: 06/21/22

CLOSING DATE: Continuous


Under general supervision, the Contracts Specialist (Inventory) is responsible for managing the inventory parts and supplies contracts through an Enterprise Asset Management (EAM) system and/or including Enterprise Resource Planning (ERP) system.

This position will maintain all levels of inventory when necessary, receive inventory in the system and monitor the spend for on and off contract inventory items.

As a member of the Valley Metro’s Finance and Procurement team, demonstrates the Agency’s Core Values of Whatever It Takes, Team Player and Positive Customer Care/Service in performance of daily duties.

Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, sitting, walking, talking, and hearing.

Work Environment:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Primary Duties

  • The statements listed below describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time.
  • Assists in awarding and administering micro and small purchases type contracts; Supports managers in developing, compiling, conducting and monitoring public notices; Helps in supporting and managing prebids, bid openings, and selection committees evaluating Requests for Proposals; Organizes Requests for Quotations, Invitations for Bid, and Request for Proposals for required goods and services; Assists in resolving discrepancies in Purchase Order terms and conditions and prepares auditable contract files; Prepares, issues, and awards contracts of a routine nature for the Agency in accordance with policies, procedures and in compliance with all state, federal and local regulations and laws; Assists Agency departments and project managers in the preparation and administration of small purchases and solicitations of a low to moderate risk and associated contracts; responds to questions and issues and provides technical expertise and assistance related to associated low to moderate risk contracts; performs assigned routine contract administration and close-out; Reviews requests for low to moderate risk contracting for equipment, goods, and services as assigned; Collaborates with project managers to define contract requirements including proposed scope of work/specifications, evaluation criteria, budgeted contract amount, term of contract, and selection of evaluation committee members; Assists with developing statements of work, schedules, work orders, and other contract requirements; and ensures proper contractual guidelines and policy procedures are followed; Researches, prepares, and issues low to moderate risk contract documents in accordance with Agency policies and procedures, federal and state laws, and Federal Transit Administration (FTA) contracting regulations; Assists project managers in selecting firms for contract award; Administers assigned low to moderate risk contracts in accordance with contractual terms and conditions, Agency's internal policies and resolutions, Federal Transit Administration's (FTA) Circular, and applicable state and federal laws; Negotiates low to moderate risk purchase agreement contract modifications and change orders; Provides support on procurement matters as directed; prepares and presents staff reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; Performs other duties of similar nature and level as assigned.

Desired Education & Experience

  • Associates Degree in business, accounting, contract management, or closely related field and three (3) years of administrative experience including one (1) year performing purchasing related work; OR an equivalent combination of education and experience sufficient to successfully perform the essential duties such as those listed. Background Investigation: Employment is contingent upon the results of a background check. Valid Arizona driver's license
  • Knowledge of: Basic accounting principals: purchasing, accounting transactions, buying principles and practices of contract administration as applied to the public sector. Basic contract cost and price analysis principles and practices. Basic negotiation principles and practices. Pertinent federal, state and local laws, codes and regulations. Principles of record keeping and business letter writing and basic report preparation. Computer applications such as word processing, spreadsheets, and statistical databases. Skill in: Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports. Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public. Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies. Preparing low to moderate risk purchases, agreements, and management reports. Interpreting and applying federal, state, and local policies, laws, and regulations. Contract management and oversight. Responding to inquiries and in effective oral and written communication. Applying project management techniques and principles.

Salary Range

23.80/hourly to 35.69 hourly
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