What are the responsibilities and job description for the Contracts Administrator I / II - Goods and Services position at Santa Clara Valley Transportation Authority?
Contracts Admin II Salary- $107,900 - $140,300 Annually
VTA’s Goods & General Services Team seeks an experienced Contract Administrator I/II to work on advanced/high profile procurements and keep the light rail/bus fleet on the road and servicing our communities. You’ll be working directly with VTA Operations to solicit and administer contracts for bus and light rail parts, repair services, facilities maintenance, and various other projects as needed. Apply now and come join our team!
Ideal Candidate
The ideal candidate would have a 4-year college degree and procurement experience, working on complex/high profile projects. Ideally, the candidate would have procurement experience in the public sector, so that they are familiar with administering solicitations/contracts using federal funds and following government regulations.
Definition
Under supervision, a Contracts Administrator I/II performs public contract administration activities including soliciting the services of independent contractors, ensuring clear and concise contract language, evaluating proposals, negotiating terms and conditions, and monitoring contracts through completion.
Distinguishing Characteristics
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.
About the Division
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.
About VTAThe Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County’s authority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all.
Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible, community-focused, innovative, and environmentally responsible transportation options promoting the region's vitality. VTA provides bus, light rail, and paratransit services and participates as a funding partner in regional rail services, including Caltrain, Capital Corridor, and the Altamont Corridor Express.
To learn more, go to: vta.org.
Our CommunitySanta Clara County, sometimes referred to as “Silicon Valley”, is unique for its innovation, natural attractions, and social diversity. With numerous amenities and perfect weather, it has long been considered one of the best places in the United States to live and work. calendar of festivals and celebrations supports the community spirit. Nearby open space provides easy access to mountain parks, trails, lakes, streams, and beautiful coastal beaches. San José has received accolades for its vibrant neighborhoods, healthy lifestyle, and diverse attractions from national media, including Business Week and Money magazines.
The county’s population of 1.9 million is the largest in Northern California and is rich in ethnic culture and diversity. Enjoy access and the option to explore our closely neighboring counties of San Francisco and Alameda.
Application Deadline: Posting will close February 14th, 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 Statements of Work;
- Conducts cost and price analyses;
- Prepares Requests for Proposal (RFP) and Requests for Qualification (RFQ);
- Schedules advertising and announcement of RFP's;
- Conducts pre-proposal conferences & review board meetings;
- Conducts interviews with review board members for contract selection;
- Analyzes proposals;
- Drafts evaluation criteria to determine contractor/vendor selection;
- Assists new contractors/vendors with process requirements;
- Negotiates and prepares contracts, amendments and task orders;
- Reviews and approves invoices; coordinates payment to contractors;
- Negotiates and works towards settlement of contract disputes;
- Monitors contract compliance, ensures conformance to applicable Local, State and Federal laws, rules and regulations as well as VTA procedures;
- Enters vendor information, contracts, amendments and task orders into computer;
- Works with Project Manager to resolve budget errors/issues and reallocation of funds in SAP;
- Maintains contract files and ensures documents and pertinent materials are current; conducts close out actions upon contract completion such as final audit, payment, etc.;
- Prepares reports and correspondence;
- Operates personal computers and learns specialty software programs;
- May provide training and lead direction over other Contract Administrators and support staff;
- Performs related duties as required.
Sufficient training, education and experience that 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 business administration, purchasing, economics or a related field and one year of experience in the purchasing or contracting field.
Employment Standards CA II
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 business administration, purchasing, economics or a related field, and three years of experience, performing advanced level contract administration activities particularly negotiation, development and administration of complex Cost Reimbursement Contracts for architectural and engineering services, or contracts of similar complexity.
The Contracts Administrator II must demonstrate the following knowledge and abilities in addition to those described above.Knowledge of:
- Basic knowledge of applicable local, state, and federal laws, rules, and regulations governing public contracting and contract administration processes;
- Principles, practices and terminology related to contract administration for public agencies;
- Public contracting principles regarding negotiated procurements, including proposal preparation and administration, common contract types used in public contracting, contract negotiations, and finance;
- Techniques for gathering, evaluating and transmitting information;
- Cost estimating practices.
- Prepare and revise contracts, contract amendments, and other documentation related to contract administration activities;
- Conduct interviews of qualified proposers;
- Conduct cost and price analyses;
- Develop negotiation strategies and conduct negotiations;
- Develop strategies for resolving disputes and conducting related negotiations;
- Review invoices for compliance with contract terms and conditions;
- Interpret and apply applicable laws, policies, regulations and procedures;
- Prepare reports, correspondence, contract specifications and RFP's and RFQ's;
- Analyze situations, identify problems and recommend solutions;
- Communicate effectively both orally and in writing;
- Operate personal computers and learn specialty software programs specific to the work unit;
- Maintain accurate records and files;
- Use initiative and good judgment;
- Organize and prioritize work and meet critical deadlines;
- Manage multiple contracts at various stages simultaneously;
- Establish and maintain effective relationships with those contacted in the course of work.
What’s in it for You?
Work/Life Balance: 40-hour work weeks, and a option of a flexible/hybrid remote schedule.
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
General InstructionsPlease 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
