The Construction Contracts Administrator II is a project position which supports BART Phase II Contracting Activities. The anticipated end date is December 31, 2030.

Definition
Under general supervision, a Contracts Administrator 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 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.

Classification Bargaining Unit: Non-Represented

Typical Tasks

• 
  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.

Employment Standards
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 a combination of training and experience equivalent to graduation from an accredited college or university with a four-year 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.

Experience in a professional Buyer classification with VTA will be considered qualifying experience at a rate of 1.5 years of Buyer experience being equivalent to 1 year of contracts administration experience.

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;
• Advanced knowledge of contracting principles including various contract types, proposal preparation and analysis, cost and price analysis, overhead rate analysis, contract change processing, and dispute resolution;
• Techniques for gathering, evaluating, and transmitting information;
• Principles and practices of lead supervision;
• Cost estimating practices.

• Prepare and revise contracts, contract amendments, and other documentation related to contract administration activities;
• Lead complex contract negotiations;
• Comprehend and apply the terms and conditions of complex contracts;
• Conduct interviews of qualified proposers;
• Conduct cost and price analyses;
• Develop negotiation strategies and conduct negotiations;
• Assist in mediating disputes between contractors and VTA applying conflict resolution techniques;
• 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;
• Exercise a high level of discretion, judgment, and interpersonal skills in performing a wide range of complex contract administration duties under limited supervision;
• Analyze and approve complex invoices; coordinate timely and proper payment to contractors;
• Organize and prioritize work and meet critical deadlines;
• Manage multiple complex contracts at various stages simultaneously;
• Establish and maintain effective relationships with those contacted in the course of work.