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!

Construction Contracts Administrator I/II
Contracts Admin I Salary- $85,380.10 - $103,319.32 Annually
Contracts Admin II Salary- $107,370.90 - $129,979.72 Annually

About VTA

The 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

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.

Our Community

Santa 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.

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 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

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.

Classification Bargaining Unit: SEIU

Application Deadline:
Please be aware that this position will close promptly on April 29, 2024, at 11:00pm or upon the receipt of 50 applications, whichever occurs first. We encourage interested applicants to apply early to ensure consideration.

Essential Job Functions

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.

Minimum Qualifications

Interested applicants may only meet some of the requirements. We encourage applications from any person who believes they can thrive and grow within VTA.
While we’re welcoming to a variety of different candidates, this position could be an excellent role for a number of different profiles, including those who:

Want to be team players with strong interpersonal skills, working within the community and VTA to help elevate and integrate equitable transit initiatives throughout our work
Are passionate, adaptable, and innovative team players who want to learn and contribute to the development of a visionary transit network through an equity lens
Are interested in collaborative and impactful, transformative change; working with supportive diverse teams to help grow our service and lead our region.

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.

Minimum Qualifications

Contracts Administrator I
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.

Contracts Administrator 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.

Supplemental Information

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.

Ability to:

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 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

Mental Health Days: 3 days: May 1, 2023 - June 30, 2024

Leave: 15 days of Vacation, 12 sick days, 13 paid holidays per year, and 1 floating holiday per fiscal year (July-June).

Retirement:

Participation in CalPERS

o Classic Members: 2%@55

o PEPRA Members: 2%@62

457 Deferred Compensation Plan (voluntary)

o 457 pre-tax

o 457 Roth

o Self-directed brokerage account option for qualifying employees

o Retiree medical coverage for eligible employees with VTA contributions to the retiree’s medical premium

Additional perks:

o All active full-time employees and their eligible dependents are eligible for transit passes for use over VTA lines, including VTA Paratransit services.

o Employee Assistance Program (EAP) is available to each employee, eligible dependent, and household member, 24 hours a day, seven days a week.

o Tuition Reimbursement

o Professional Development Fund

o 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:

General Instructions
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, please click here (Download PDF reader).