Senior Procurement Contract Specialist

Job Description

In collaboration with the Program Delivery Support (PDS) and the California High-Speed Rail Authority (Authority) teams, the Senior Procurement Specialist position will play a pivotal role in supporting and coordinating activities related to the procurement process. Under general supervision, the procurement specialist is responsible for complex administrative and coordination support work related to procurement, which includes researching, locating, drafting, and purchasing in accordance with applicable city, state, and federal procurement regulations. This position requires a solid understanding of general procurement laws, practices, and procedures, as well as inventory management, record keeping, and considerable knowledge of the principles and processes for providing excellent customer procurement support. Employees at all levels are expected to work effectively together to meet the needs of CAHSR.

Key Duties:

• Oversee all phases of the acquisition process, from initiation to contract closeout ("cradle to grave").
• Review all major procurements for accuracy, ensuring timely contracts with complete documentation in compliance with judiciary regulations and local policies.
• Develop and regularly maintain standard operating procedures for procurement and the receipt of goods and services.
• Prepare supporting documentation for the procurement of supplies, equipment, services, architect-engineering, construction, and furnishings through new contracts, competitive bids, or existing contracting vehicles.
• Draft pre-award specifications, solicitations, requests for information, and proposals or quotations, ensuring they are thorough, clear, and aligned with customer needs.
• Ensure procurement staff conducts comprehensive research and evaluates suppliers based on price, quality, selection, service, support, reliability, production, and history, as applicable to the acquisition.
• Compose supporting documentation for issuance of contracts, awards, and purchase orders.
• Record initial obligations and adjustments, ensuring valid obligations are accurately documented and kept current.
• Evaluate and monitor contract performance to ensure compliance with obligations and resolve conflicts effectively.
• Plan and coordinate the delivery and installation of purchases, services, and construction, interfacing frequently with CAHSR, vendors/contractors, and support contractors to ensure compliance with performance periods and proper record-keeping.
• Under management supervision, coordinate the review of customized contract drafts with stakeholders (e.g., Legal, Risk Management, Audit Services, Environmental Services, Safety) to mitigate risks.
• Ensure compliance with legal, regulatory, and internal CAHSR policies and regulations.
• Under management’s supervision, coordinates review of developed customized contract drafts by stakeholders (i.e. Legal - based on associated risk, Internal Client, Risk Management & Insurance Services, Audit Services, Environmental Services, Safety, etc.) to mitigate risk.
• Respond promptly to customer and supplier inquiries regarding order status, changes, or cancellations to support CAHSR needs
• Actively promote and maintain safety in all day-to-day activities. 
• Tracks the status of requisitions, contracts, and orders.
• Reconcile outstanding invoices and process payments in accordance with contract terms and conditions.
• Contributes to the overall success of the PDS and CAHSR office by performing all other duties and responsibilities as assigned.
• Provide coaching and mentoring to designated staff in the procurement process to enhance team capabilities.
• Contribute to the overall success of PDS and CAHSR by performing other duties as assigned.
• Other related duties may be assigned.

Basic Job Requirements

• Accredited four (4) year degree or global equivalent in applicable field of study and twelve (12) years of work-related experience or a combination of education and directly related experience equal sixteen (16) years if non-degreed; some locations may have additional or different qualifications in order to comply with local requirements  
• Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and other stakeholders  
• Job related technical knowledge necessary to complete the job  
• Ability to learn and apply knowledge of applicable local, state/province, and federal/national statutes and guidelines  
• Ability to attend to detail and work in a time-conscious and time-effective manner   

Other Job Requirements

• 6 or more years of relevant experience
• Strong written and verbal communication skills
• Knowledge of the California State Contracting Manual (SCM), including competitive and non-competitive bid processes, SB/DVBE participation requirements, contract formation and amendments, and compliance with Cal eProcure/FI$Cal systems to ensure efficient and audit-ready procurement practices.

• Demonstrated ability to manage multiple tasks simultaneously, maintain strong organizational skills, and effectively prioritize in a dynamic and changing situations.

Preferred Qualifications

• Master's degree (or higher degree) from an accredited educational institution authorized to grant baccalaureate degrees in Business, Acquisitions, Legal or related field.
• Juris Doctorate
• FAC-C Professional, DAWIA Level II or III, or an equivalent certification.