Manager - Procurement Services

Salary range is $93k to $185k, with a midpoint of $139k. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

Sound Transit also offers a competitive benefits package with a wide range of offerings, including:

• Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
• Long-Term Disability and Life Insurance.
• Employee Assistance Program.
• Retirement Plans: 401a - 10% of employee contribution with a 12% match by Sound Transit; 457b - up to IRS maximum (employee only contribution).
• Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.
• Parental Leave: 12 weeks of parental leave for new parents.
• Pet Insurance.
• ORCA Card: All full-time employees will receive an ORCA card at no cost.
• Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
• Inclusive Reproductive Health Support Services.
• Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you'll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.

GENERAL PURPOSE:

Under general direction of the Deputy Director, Procurement Services, the Manager, Procurement Services, performs as technical advisor and lead to department managers/directors to update and/or develop critical operational policies, procedures, and processes.

This position leads a team to focus on supporting departments to move critical operational programs, projects, and contracts through procurement processes; tracks, updates, and reports on contract and project progress for cost, schedule, and scope; monitors purchase order burn rates and contract expiration dates to ensure adequate funding and timely renewal of service and material contracts.. This position also serves as key contact for departments to educate and inform on procurement requirements and processes; assists with purchase order and change order processes to ensure adequate funding. This position will develop, in partnership with other PCA sections, methods and tools to monitor contractor performance, and provide oversight and management of invoice control and processes to ensure efficient and accurate payment for work performed.

ESSENTIAL FUNCTIONS:
The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Ensures policies and procedures are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
• Provides support in the continued refinement and production of progress and performance reports, development of organizational improvements, procedures and policy development, management plans, data entry manuals, sharing of lesson learned for assigned projects.
• Advises department managers/directors and other project team members on procurement and contract change control processes; prepares cash flow progress reporting; produces specialized reports, cost reports, contract reports, purchase order reports, and cash flow estimates.
• Leads a team for cost control, change management, and forecasting; interfaces with other sections of PCA, finance and budget staff, and consultants on process improvements and issue resolution; provides oversight and coordination of assigned staff and consultants in the development and management of project schedule, cost estimates, risk and risk mitigation, and contingency draw down plan.
• Leads the effort to train project staff on project budget, cost, contract, and change control processes, methodology, and tracking systems; assists program support staff with issue resolution when needed; ensures application of proper procedures and policies; and evaluates contractor progress reports.
• Manages a team to review terms and conditions on service and materials contracts to ensure they are compliant with Board Authorized funding amounts; assigns appropriate cost accounting; measures, monitors, analyzes, and reports monthly project and contract progress and generates exception reports; reviews invoices for adherence to contracts and funding capacity; processes progress payments and reviews Progress Reports and summarizes issues; provides cost and schedule assessment of contract earned value reports noting variances and potential risks to project manager; performs oversight of proper data entry for payment application; and oversees and assures the accuracy of monthly accruals.
• Leads, plans and executes tracking, reporting and documentation of amendments and renewals of existing contracts and new O&M responsibilities. Facilitates the engagement of Agency Department stakeholders and resources for input and approvals as required.
• Ensures contract and operational compliance to scope of work specifications for facilities provided services; reviews submittals, requests for information, and reviews field clarifications; verifies quality control to ensure compliance and accountability with the Contract Documents; ensures vendor compliance of site inspections of work in progress and verifies work is completed.
• Reviews contractor pay applications, change orders, and provisional sum allocations for entitlement, accuracy, and adherence to contract requirements; works with Agency staff to issue clarifications on contract documents and requirements; assists with independent cost estimates. Will manage project records, maintains documents, contractor records concerning work performance; analyzes, tracks, and reports on contract trends & development, schedule, and budget; evaluates and proposes improvements to contract management processes where practical including better efficiency, cost containment, quality, customer satisfaction, staff collaboration, and job satisfaction.
• Plans and conducts quarterly business reviews with major contractors.
• Establishes metrics, tracking and reporting for contractor performance as well as team activities.
• Responds to and resolves inquiries, complaints, revisions/amendments and invoicing related to contract activities; collaborates with contract stakeholders, partners, local agencies and contracted vendors.
• Manages tasks of reviews and processes change orders; assesses impact of changes on contract scope, schedule, and budget; performs oversight of proper data entry for change order costing; confirms availability of contract contingencies; coordinates changes with consultant or third parties, if required; tracks potential changes and analyzes and reports potential impacts on contingency; identifies trends and potential change orders; calculates estimated final cost; and forecasts cost at completion for assigned contracts and projects.
• Ensures the data integrity for assigned projects/contracts; reviews cost data in the agency reporting portal reports and ensures correctness and consistency between the Contract Management System and the Financial System; identifies and performs corrective action for accounting errors if necessary.
• Leads direct report(s) to coordinate implementation of department programs, contract, project support functions, and initiatives; serves as technical advisor to department managers/directors related to all lines of procurement and budgeting procedures and processes to achieve department program goals.
• Leads departments through all forms of the procurement process and ensures all requirements and documents are complete.
• Manages service and materials contracts, renewals, and coordinates SME scope and budget development strategies.
• Leads the team to develop systems, processes, and tools to monitor use of accounts and recommend corrections when necessary.
• Provides representation for the division/department on matters as directed; serves on a variety of committees as assigned; prepares and presents reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the field of project control; recommends incorporation of new developments into established policies and procedures as appropriate.
• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit's Equity & Inclusion Policy.
• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
• It is the responsibility of all employees to integrate sustainability into everyday business practices.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience: Bachelor's Degree in Business, Finance, Construction Management or closely related field and five years program, contract or project support experience for large, complex projects; OR an equivalent combination of education and experience. 3 years of leadership, budgetary, planning and workforce management experience.

Required Knowledge of:

• Operational characteristics, services, and activities of a project control program area.
• General principles, practices, and procedures of business administration and public administration.
• Project control principles, practices, and procedures.
• Project management principles and practices.
• Public procurement practices and contract administration principles and practices.
• Financial accounting and work breakdown structure and its application to scope of project work.
• Principles and practices of project control techniques, budget preparation including budget control/monitoring techniques.
• Various scheduling software and computer estimating systems.
• Principles and practices of record keeping and records management.
• Pertinent federal, state, and local laws, codes, and regulations.
• Methods and techniques of data collection, research, and report preparation, statistical and financial analysis.
• Principles of business letter writing and basic report preparation.
• Principles of customer service.
• Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.
• Principles, practices, and procedures of leading programs/projects.
• Principles and practices of leadership, staff supervision and training.

Required Skill in:

• Program management.
• Clear verbal and written communication.
• 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.
• Utilizing contract management and financial system software and computer systems including relational database systems, scheduling systems, computer estimating systems, and budget control monitoring systems.
• Demonstrating a positive customer service orientation with both internal and external clients.
• Applying appropriate oral and written communication techniques to Agency employees, the general public, elected officials, community leaders, and local, state, and federal agencies.
• Using technical concepts and project management tools and techniques to effectively coordinate project control activities and functions and solve complex problems in creative and effective ways.
• Reviewing and evaluating change compared to contract terms.
• Preparing clear and concise analytical, administrative, and financial reports.
• Budget preparation and administration.
• Applying project management techniques and principles.
• Working cooperatively with other departments, Agency officials, and outside agencies.
• Applying project/program lead methods and procedures.

Physical Demands / Work Environment:

• Work is performed in a hybrid office environment.
• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.