What are the responsibilities and job description for the Contracts Administrator I/II - Construction (P) position at Santa Clara Valley Transportation Authority?
One opening is a Bart Phase II project-based position with a term end date of December 31, 2030, with possible extension.
One opening is a Highway Project-based position with a term end date of December 31, 2028, with possible extension.
If you are a motivated individual with a passion for procurement and possess exceptional learning abilities, contract-reading proficiency, negotiation skills, organizational prowess, and adaptable nature, we invite you to apply for this exciting opportunity. Join our team and contribute to our success as we continue to excel in the world of procurement!
Salary Ranges for CA I-II Project Positions
Contracts Admin I Salary- $90,500 - $117,700 Annually
Contracts Admin II Salary- $107,900 - $140,300 Annually
Ideal Candidate
We are seeking an exceptional candidate to join our team in the role of Contruction Contracts Administrator I/II. As an integral part of our organization, the ideal candidate must possess a unique set of skills and qualities that align with our dynamic and evolving department.
We are looking for a quick learner, someone who thrives in a fast-paced environment and can adapt to changing priorities with ease. Attention to detail is paramount, as this individual will be responsible for identifying and rectifying any potential mistakes or discrepancies in contracts and procurement processes while complying with our policies and procedures.
Strong communication skills are essential, as the successful candidate will regularly interact with vendors and suppliers and effectively convey requirements, negotiate favorable terms, and build positive relationships with our partners.
Organization is key in this role, and the ideal candidate must excel at maintaining meticulous records and files. They must have a keen eye for categorization and possess the ability to retrieve information quickly and efficiently when needed.
Lastly, our department is currently undergoing changes and improvements, and the candidate must be able to embrace and adapt to these ongoing transformations, bringing a proactive mindset and an eagerness to contribute to the evolution of our procurement operations.
Definition
Under supervision, a Construction Contracts Administrator I/II performs public works construction contract administration activities including soliciting the services of construction contractors, ensuring clear and concise contract language, ensuring that contractors maintain proper bonding and insurance, and reviewing technical specifications, contract change orders, stop notices and construction claims.
Distinguishing Characteristics
Contracts Administrator I
This is the first working level in the Contracts Administrator series. This classification initially works under close supervision but as knowledge and skill increases, performs work more independently. This class is distinguished from the next higher level of Contracts Administrator II in that the latter receives less supervision, and performs work of a more complex nature with a great deal of independence.
Contracts Administrator II
This is the journey level in the Contracts Administrator series. Incumbents at this level handle contracts that are complex in nature and perform a wide range of contract administration activities. Assignments at this level require the use of judgment and initiative in resolving problems and making recommendations. Positions may also provide training and lead direction over Contract Administrator I's and other support staff. This class is distinguished from the next higher level of Senior Contracts Administrator in that the latter is the working supervisory level with responsibility for a major functional area or program of VTA contract administration activities.
About the Division: Procurement, Contracts & Business Diversity
VTA’s Procurement, Contracts & Business Diversity (PCBD) is committed to procurement processes, contract administration, and compliance that fosters fair and open competition, compliance with federal, state, and local laws and requirements, and adheres to the highest ethical standards. Goods and General Services, Professional Services/Technology, Design and Construction Sections, and the Offices of Business Diversity and Labor and Stormwater Compliance comprise the PCBD Department.
Classification Bargaining Unit: SEIU
Application Deadline: Posting will close March 12, 2025, at 11:59pm. Thereafter, applications will be reviewed in groups of 25. This process will continue in successive increments of 25 until a qualified candidate is selected and the position is filled
Typical Tasks
Duties performed may vary depending on working level assigned.
- Reviews technical specifications, contract change orders, stop notices and construction claims;
- Solicits the services of construction contractors;
- Prepares Invitation for Bid and related construction contract documents;
- Analyzes bids;
- Analyzes preliminary cost estimates;
- Conducts Pre-bid Conferences and Public Bid Openings;
- Develops or assist in developing negotiation strategies;
- Processes or assists in the processing of stop notices, change orders, and construction claims;· Coordinates resolution of protests, claims, disputes, and related issues ensuring all responses comply with VTA standards and guidelines;
- Composes, prepares, and incorporates new language in contract documents based on individual contract requirements and special conditions;
- Prepares reports and correspondence; and maintains files;
- Operates personal computers and specialty software programs;
- Prepares, using specialty software, contract change notices, change orders, records of negotiations, time impact evaluations and appropriate backup;
- May provide training and lead direction over other Construction Contract Administrators and support staff;
- Performs related duties as required.
Sufficient training, education and experience, which demonstrates the ability to perform the above tasks and the possession of the following knowledge and abilities.
Development of the required knowledge, skills and abilities is typically obtained through training and experience equivalent to graduation from an accredited college or university with a degree in engineering or construction management and one (1) year of experience in the construction contracting field.
A degree in business administration or a related field will be considered in lieu of an engineering or construction management degree if the applicant has demonstrated sufficient experience in Construction Contract Administration to possess the required knowledge and abilities.Knowledge of:
- Basic knowledge of Public Works construction contracting principles and practices, including invitation for bid preparation, bidding requirements, bid analysis, cost analysis, bonding requirements, insurance requirements, protest procedures, change order processing, stop notice processing, claims processing, and Disadvantaged Business Enterprise (DBE) requirements including evaluation of Good Faith Efforts;
- Basic knowledge of applicable local, state, and federal laws, rules, and regulations governing public works construction contracting;
- Accounting principles and practices;
- Cost estimating principles and practices.
Ability to:
- Review and interpret contact conditions, cost proposals, independent cost estimates;
- Prepare invitation to bid and related construction contract documents;
- Process Stop Notices;
- Conduct Pre-bid conferences and Public Bid Openings;
- Analyze bids;
- Conduct cost analyses;
- Negotiate simple contract change orders;
- Assist in developing negotiation strategies for complex contract change orders and construction claims;
- Analyze situations, identify problems, and recommend solutions;
- Communicate effectively both orally and in writing;
- Establish and maintain effective relationships with VTA managers, staff, contractors, and others contacted in the course of work;
- Assist in mediating disputes between Contractors and VTA, applying conflict resolution techniques;
- Manage multiple contracts at various stages simultaneously;
- Operate personal computers and learn specialty software programs specific to the work unit;
- Use initiative and good judgment;
- Maintain accurate records and files.
What’s in it for You?
Health: VTA participates in a CalPERS-sponsored medical plan with VTA contribution to employee and dependent premium health insurance premiums. Employees pay a monthly contribution of any amount in excess of the Kaiser Bay Area Family rate.
Flex Spending Account: $300 employer-funded Health FSA for eligible employees
Vision: VSP full premium for employees and eligible dependents
Dental: Delta Dental full premium for employees and eligible dependents
Leave: 15 days of vacation (accrued), 96 Hours of sick time (accrued), 13 paid holidays per year.
Retirement:
- Participation in CalPERS
Classic Members: 2%@55
PEPRA Members: 2%@62
- 457 Deferred Compensation Plan (voluntary)
457 pre-tax
457 Roth
Self-directed brokerage account option for qualifying employees
- Retiree medical coverage for eligible employees with VTA contributions to the retiree’s medical premium
Additional perks:
- All active full-time employees and their eligible dependents are eligible for transit passes for use over VTA lines, including VTA Paratransit services.
- Employee Assistance Program (EAP) is available to each employee, eligible dependent, and household member, 24 hours a day, seven days a week.
- Tuition Reimbursement
- Professional Development Fund
- Wellness Programs
As we continue to implement our VTA Forward Plan, we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and our services.
For more information about our VTA Forward Plan, visit: https://www.vta.org/VTAForward
Please read this entire job announcement before applying for the position. Print and keep a copy of this announcement so that you can refer to it. Questions not answered within this job announcement may be sent to personnel@vta.org.
To ensure consideration, completed applications must be submitted online to the Human Resources department by the stated closing time and date posted. When the stated closing date is “continuous,” apply immediately; the position may close without notice. You will receive an immediate email confirming receipt of your submitted application. If you do not receive this email, contact NEOGOV's Applicant Assistance Line at (855) 524-5627 between 8:00AM to 5:00PM (PST) Monday through Friday, excluding holidays.
Only on-line applications will be accepted for this recruitment (paper applications or resumes will not be accepted). Job Interest Notification Cards, or copies of previous, partial, or un-submitted applications, are not an acceptable substitute to a completed application.
ALL APPLICATION AND TESTING NOTIFICATIONS WILL BE SENT BY E-MAIL. Applicants should select e-mail as the preferred method of notification. Candidates must maintain an up-to-date, valid and reliable e-mail address. Candidates are also responsible for maintaining up-to-date phone numbers and addresses on their on-line account. Due to the number of applications received, candidates must check their application status through their on-line account. Contact NeoGov for assistance if needed.
Information on how to apply for jobs at the VTA is available on the VTA Employment website and from the NEOGOV's Applicant Assistance Line (855) 524-5627. NeoGov Applicant support is available from 8:00AM to 5:00PM (PST) Monday through Friday, excluding holidays.
Americans with Disabilities Act Accommodations
The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities. If you wish to request an accommodation, call the Human Resources Department at (408) 321-5575 or email at Personnel@vta.org.
Application Processing Information
All related current and past work experience (including VTA experience) must be listed and fully described in the Work Experience section of the application ("See Resume" is not acceptable). Incomplete or improperly completed online applications may be rejected even if you are qualified for the position for which you are applying. It is your responsibility to ensure that the online application reflects the work experience and education needed to meet the requirements for the position you are applying for. Although your resume may have all your experience and education details, please make sure to complete each section of the online application to ensure that your information is accurately captured during our screening process.
All applications are subject to review as to meeting minimum qualifications at any point in the recruitment process. Passing any step is no guarantee of continuation if it is determined that the applicant does not meet the minimum qualifications as stated in the class specification.
Candidates found to have exaggerated/falsified their qualifications, experience, training, and/or education may be disqualified at any point in the recruitment process and may be denied future employment with the VTA.
If selected for the position, candidates will be required to complete a criminal conviction disclosure form. Candidates who successfully become VTA employees, and fail to disclose any of the criminal background information as required may be subject to discipline up to and including discharge.
Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment. If you have questions related to an Eligible List you might be on or were on, you should contact Human Resources.
If you have questions regarding your status as an applicant for this position, please call the Human Resources Department at (408) 321-5575 or email at Personnel@vta.org.
VTA is committed to providing reasonable accommodations to applicants and employees with disabilities or religious needs, absent undue hardship.
VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national, origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.
Salary : $90,500 - $117,700
