CONTRACT ADMINISTRATOR

Job Title

Performs journey-level contract administration and management work in support of Metro's acquisition process and goals.

Job Description

Performs contract administration activities for facilities, capital improvements, professional services, and construction projects from pre-award through post-award phases, including solicitations, evaluation of change orders, contract negotiations, compliance activities, and contract closeout.

Examples Of Duties

• Plans procurement processes and assists user departments with setting schedules
• Summarizes technical specifications for Request for Proposals (RFPs) and Invitation for Bids (IFBs); performs cost/price analyses on contractor proposals and bids
• Schedules advertising and announcement of RFBs and IFBs
• Holds pre-proposal and bid conferences to answer questions
• Leads proposal and bid evaluation teams and evaluates proposals and bids including cost/price analysis
• Negotiates contract costs, terms, and conditions with multiple vendors
• Prepares award recommendations for management
• Prepares reports and correspondence, including price reasonableness reports
• Monitors contract compliance and negotiates amendments and/or change orders; establishes pricing/negotiation strategies
• Resolves problems and disagreements between contractors and user departments
• Analyzes cost/price elements in contractor proposals, bids, amendments, or change orders
• Determines market effect on pricing
• Attends various meetings, including pre-bid and post-bid debriefings
• Reviews invoices for compliance against contracts
• Assists new vendors with requirements of the procurement process
• Conducts closeout actions upon contract completion such as final audit, payment, etc.

Minimum Qualifications

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

• Bachelor's Degree in Economics, Business, Public Administration, or a related field; Master's Degree in a related field preferred
• One year of relevant experience performing contract administration work; some positions in this class may require specialized experience in area of assignment
• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions
• Professional certification from National Contract Management Association (NCMA), American Production and Inventory Control Society (APICS), Institute for Supply Management (ISM), or equivalent preferred

Essential Knowledge

Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)

• Theories, principles, and practices of contract administration and management techniques for public agencies
• Applicable local, state, and federal laws, rules, regulations governing public procurement and complex professional or heavy construction contract administration processes
• Statistical and cost/price analysis
• Applicable business software applications

Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)

• Performing contract administration and management work
• Performing cost/price analysis
• Analyzing situations, identifying problems, and recommending solutions
• Exercising sound judgement when making decisions
• Mediating and negotiating
• Preparing reports, contracts, specifications, correspondence, RFPs, and IFBs
• Communicating effectively orally and in writing
• Interacting professionally with various levels of Metro employees and outside representatives

Ability to (defined as a present competence to perform an observable behavior or produce an observable result)

• Interview and evaluate contract proposal respondents
• Represent Metro before the public
• Compile and analyze complex data
• Understand, interpret, and apply laws, rules, regulations, policies, procedures, contracts, and budgets
• Travel to offsite locations
• Read, write, speak, and understand English

Working Conditions

• Typical office situation
• Close exposure to computer monitors and video screen

Physical Effort Required

• Sitting at a desk or table
• Operate a telephone or other telecommunications device and communicate through the medium
• Type and use a keyboard and mouse to perform necessary computer-based functions
• Communicating through speech in the English language required