Support Specialist III, Contracts

WHAT YOU'LL BE DOING

• Assemble, format, draft, edit, proofread and assist in the production of complex solicitation and contract documents; conform contract documents and prepare documents for execution.
• Prepare documents, update and upload solicitation documents to issue timely solicitations.
• Set up all phases of the evaluation process for RFPs and SOQs in a timely and accurate manner: upload revised documents; create score sheets and matrixes for each evaluator; build folders in the Procurement Evaluation Library and create URL links to each. 
• Assist CAs and Buyers in ensuring timely and accurate print advertising is in place following approval of solicitations. track proofs and postings.
• Setup virtual conferences audio-visual, aid CAs/Buyers to set up conferences; liaise with CA staff and procurement management to ensure Board Resolutions and procurement summaries are prepared in a timely manner for monthly Board of Directors meetings; prepare Board Book for the Chief Contracting Officer. Prepare and update status reports related to active and upcoming solicitations.
• Develop bid tabulations; pricing worksheets; evaluation matrices by uploading data in an accurate and timely manner.
• Issue advance notices to vendors and tracks responses. Develop solicitation mailing and source lists. Schedule and assist with virtual pre-proposal/submittal and pre-bid conferences; compile and distribute materials for evaluation committees; send out timely calendar invitations to project team for various stages of the evaluation process; set up/break down meeting in-person, conferences 
• Review audio tapes from pre-proposal/bid conferences and oral discussions to ensure accuracy and upload to SharePoint. 
• Accurately file all solicitation and contract documents electronically and ensure that hard copies are properly filed in the solicitation and/or contract files.
• Obtain DBE/SBE goal requirements from the Office of Diversity Equity and Inclusion (DEI) and provide updated information on active solicitations and contracts; obtain insurance requirements from Risk Management and accurately update solicitation templates.
• Prepares and distributes weekly Procurement Timeline; Administers and Maintains Open Contracts site on CapMetro’s Website
• Provide high level administrative support to the Office of Diversity.
• Monitor and track bid/proposal receipts; track status of procurement management and legal review, following up when necessary.
• Assist Buyers and Contract Administrators where required, including reviewing documents for completeness and accuracy and conducting research relating to upcoming acquisitions or on contracts.
• Search the Texas Department of Insurance website to confirm insurance companies are licensed to do business in the State of Texas.
• Maintain active solicitations and contracts, including mods and amendments, in Procurement Public Contracts & Solicitation Library; generate links to FTP site when necessary
• Serve as the formal point person in the absence of the Procurement Executive Assistant:
• Support Capital Metropolitan Transportation Authority’s Safety Management Systems (SMS) process by following safety and security policies, considering safety in every action and reporting safety and security concerns.
• Perform other duties as required and/or assigned.
• Update Vendor Maintenance in Oracle
• Schedule Meetings and prepare documents
• Monitor Procurement Help in box

WHAT YOU BRING

• Bachelor’s degree in Business Administration or related field required.  Related experience may be substituted on a one-for-one basis up to four (4) years.   
• Four (4) years of progressively responsible administrative support experience. 
• Experience preparing spreadsheets and tracking milestones.
• Experience working in a transit agency or other governmental agency preferred.