Senior Contract Specialist (Federal Programs)
Description
About the Role
The Port Authority of NY & NJ is seeking a highly skilled Senior Contract Specialist to support the Professional Services Unit within the Engineering Operations Division. This role plays a critical part in the management and delivery of Federal and non-Federal consultant services programs that advance the Agency’s Capital Plan and other high‑priority initiatives. The ideal candidate will bring deep expertise in federal procurement, grant‑funded programs, and contract administration to ensure the successful execution of complex engineering agreements.
Responsibilities
Federal Program & Grant Compliance
- Ensure full compliance with federal procurement guidelines for grant‑funded projects (FRA, FTA, FEMA, and others).
- Prepare and review cost analyses, procurement memos, RFP documentation, evaluations, notices to proceed, and related materials.
- Create, organize, and maintain audit‑ready documentation, including electronic filing and correlation of large volumes of emails and supporting records.
- Collaborate with Procurement, Legal, Finance, and other departments to interpret grant terms, confirm required attachments, and ensure adherence to fixed fees and audited overhead rates.
Contract & Task Order Administration
- Perform administrative data entry and tracking for Engineering agreements and associated task orders/purchase orders.
- Coordinate with Agreement Project Managers and Task Leads to ensure task order requests comply with Engineering Department call‑in and task order guidelines.
- Lead the procurement of task orders for multiple Engineering Divisions, ensuring timely and accurate processing.
- Support the authorization and implementation of new and replacement task order programs.
B2GNow Compliance & Reporting
- Provide operational support for the B2G platform, including running reports, reconciling missing or outdated information, and updating vendor entries.
- Prepare and present monthly and quarterly compliance reports to internal stakeholders.
Cross‑Functional Support & Process Improvement
- Serve as a subject‑matter resource on procurement procedures, documentation standards, and grant‑funded program requirements.
- Identify opportunities to streamline workflows, improve documentation practices, and enhance data accuracy.
- Support internal and external audits by preparing materials, responding to inquiries, and ensuring documentation completeness.
Minimum Qualifications
- Bachelor’s degree in Business Administration, Public Administration, Engineering, or a related field.
- Minimum 5 years of experience in contract procurement, contract administration, project support, or a similar role.
- Minimum 2 years of experience supporting grant‑funded procurements and federal audit requirements.
- Experience working with SAP, AVM, ERP systems, and OpenText.
- Experience supporting projects or contracts valued at $100,000 or more.
- Advanced proficiency in:
- SharePoint (file management, folder creation, permissions, tracking)
- Excel (data entry, linked ledgers, formulas, data validation, basic macros)
- Adobe Acrobat (editing, combining, preparing official documents)
- Demonstrated ability to communicate professionally with staff at all levels, including executive leadership.
- Strong organizational skills with the ability to work independently, manage competing priorities, and meet deadlines in a fast‑paced environment.
- Excellent written and verbal communication skills.
- Ability to remain composed under pressure while managing shifting priorities.
- Strong analytical and problem‑solving skills, with attention to detail and accuracy.
Preferred Qualifications
- Experience with B2Gnow or similar compliance/reporting platforms.
- Knowledge of task order or call‑in programs and related procurement processes.
- Familiarity with federal reimbursement procedures and documentation standards.
- Experience supporting engineering, construction, or infrastructure‑related contracts.
- Understanding of cost‑plus, fixed‑fee, and overhead rate structures.
- Experience preparing materials for internal or external audits.
Selection Process |
The application process varies by position but typically includes an initial phone interview for qualified candidates, followed by a more in-depth interview(s) and/or assessment(s). Selected candidates who are made a conditional job offer will be asked to undergo a background check.
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Compensation & Benefits
The Port Authority of New York and New Jersey offers a competitive benefits package, hybrid work options for many positions, and a professional environment that supports development and recognizes achievement.
Click here for more information about benefits, our culture, and career development opportunities.
The Port Authority of New York and New Jersey anticipates that the actual salary offered to a successful candidate will depend on aspects such as experience, knowledge, skills, abilities, and internal factors. The expected compensation range for this role is:
Minimum: $90,012 Midpoint: $117,018 Maximum: $144,014
In accordance with Port Authority policy, this position permits employees to work remotely a maximum of one day per week. In person collaboration is essential to how the Port Authority conducts business, and regular in-office days or team collaboration days may be required on business needs.
How to Apply: Interested candidates should apply to this job by clicking on the "Apply Now" button and submitting a resume. The Port Authority of NY & NJ welcomes veteran and military spouse applications. Only applicants under consideration will be contacted. About The Port Authority: Founded in 1921, the Port Authority of New York and New Jersey builds, operates, and maintains many of the most important transportation and trade infrastructure assets in the country. The agency's network of aviation, ground, rail, and seaport facilities is among the busiest in the country, supports more than 550,000 regional jobs, and generates more than twenty three billion in annual wages and eighty billion in annual economic activity. The Port Authority also owns and manages the 16-acre World Trade Center site, where the 1,776-foot-tall One World Trade Center is now the tallest skyscraper in the Western Hemisphere. Equal Opportunity Employer The Port Authority of New York & New Jersey/Port Authority Trans-Hudson (PATH) is an Equal Opportunity Employer. It is the Port Authority’s policy, in accordance with the Americans with Disabilities Act (ADA) and other applicable laws, to provide reasonable accommodations to qualified persons with disabilities who are employees or applicants for employment and who request the Port Authority do so, unless providing the requested accommodation would result in an undue hardship to the Port Authority. Job applicants may request a reasonable accommodation (1) if they claim a disability is affecting the interview process, or (2) to ensure that if they are selected for a position, they can perform the essential job functions. To submit a request, please contact the recruiter or email the Human Resources Department’s Disability Accommodation Coordinator at [email protected]. The Port Authority will treat any request for Reasonable Accommodation by a job applicant confidentially.