Manager of Contract Administration (Non Represented)

  • BART
  • Oakland, California
  • Jan 01, 2022
Full Time Administration and Management Purchasing and Warehouse

Job Description


Ride BART to a satisfying career that lets you both: 1) make a difference to Bay Area residents, and 2) enjoy excellent pay, benefits and employment stability. BART is looking for people who like to be challenged, work in a fast paced environment, and have a passion for connecting riders to work, school and other places they need to go. BART offers a competitive salary, comprehensive health benefits, paid time off, and the CalPERS retirement program.

Conditions of Employment

All new or rehired San Francisco Bay Area Rapid Transit District (BART) employees are required to be fully vaccinated against COVID-19 as a condition of employment. You will be required to show proof of your completed COVID-19 vaccination prior to receiving a final offer, unless you receive a COVID-19 Vaccination reasonable accommodation due to a medical condition or a religious exemption due to an approved sincerely held religious belief that prohibits you from receiving a vaccine. BART will review requests for a reasonable accommodation or religious exemption on a case-by-case basis. Documentation may be required. For questions, please contact BART Human Resources, Leave Management at HRDP@bart.gov .

Department

Procurement Management

Pay and Benefits

BART offers comprehensive compensation and benefits programs. Benefits include CalPERS pension; excellent medical (effective January 1, 2021 current employee cost $153.85 monthly for most plans), vision, and dental coverage; supplemental insurances; paid holidays and vacation; as well as two investment programs, one of which is entirely funded by BART. BART does not participate in Social Security. Complimentary BART passes for employee and qualifying dependents.

Pay Rate

$120,596/annually to $182,703/annually (Non-Represented Payband 9)
Note: Initial salary offer will be up to $170,000/annually (commensurate with experience).

Posted Date

November 22, 2021

Closing Date

Open until filled
First review will be done on December 20, 2021

Reports To

Director of Procurement

Days Off

Saturday and Sunday

Who May Apply

All current BART employees and qualified individuals who are not yet BART employees.

Current Assignment

Under general direction, directs, manages, supervises and coordinates the activities and operations of the Contract Administration Division within the Procurement Department including the development and administration of construction, procurement and professional service contracts; coordinates assigned activities with other divisions, departments and outside agencies; provides highly responsible and complex administrative support to the Director of Procurement; and performs related duties as assigned.
This is the full-scope managerial classification responsible for overseeing the administration of a wide variety of contracts for goods or services, including design, construction and facility modification. The incumbent also oversees and performs highly technical contract development and administration tasks. This class is distinguished from the Director of Procurement in that the latter has overall responsibility for purchasing, stores, contract management, materials control and surplus disposal functions of the District.

Essential Job Functions

1. Strategizes, plans, develops, directs, and manages the implementation of the District's procurement procedures, guidelines and practices.
2. Assists in setting and ensuring the implementation of short to medium-term action plans required to address the District's varying and complex procurement actions.
3. Ensures compliance with federal, state, and local laws and regulations as well as various funding agencies requirements.
4. Assumes management responsibility for assigned services and activities of the Contract Administration Division including the development and administration of construction, procurement and professional service contracts.
5. Manages the daily operations of a group of procurement professionals responsible for developing and awarding contracts worth hundreds of millions of dollars annually.
6. Develops goals and objectives required to comply with BART Board of Directors procurement related initiatives, as well as changes in procurement statutes and changes in various funding agencies requirements.
7. Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; recommends, within departmental policy, appropriate service and staffing levels.
8. Plans, directs, guides and advises District staff of the appropriate contracting vehicles for intended procurement actions. Directs, coordinates, assigns, reviews and approves the work of contract administration staff.
9. Prepares and administers District contracts; reviews contract documentation to ensure compliance with mandated requirements; attends bid openings; awards contracts; oversees contract administration activities; resolves protests, claims and disputes.
10. Supervises the review, documentation and approval of claims and invoices submitted against contracts; directs the preparation and implementation of contract change orders.
11. Monitors special program participation goals and objectives involving DBE and MBE/WBE participation; ensures compliance with mandated requirements; coordinates activities with other divisions and departments to enhance participation.
12. Selects, trains, motivates and evaluates assigned staff; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.
13. Oversees and participates in the development and administration of the division's annual budget; participates in the forecast of funds needed for staffing, equipment, materials and supplies; monitors and approves expenditures; implements adjustments.
14. Monitors developments and legislation related to assigned area of responsibility; evaluates impact upon District operations; recommends and implements equipment, practice and procedural improvements.
15. Serves as the liaison for the Contract Administration Division with other divisions, departments and outside agencies; negotiates and resolves sensitive and controversial issues.
16. Serves as staff on a variety of boards, commissions and committees; prepares and presents staff reports and other necessary correspondence.
17. Provides responsible staff assistance to the Department Manager, Procurement.
18. Conducts a variety of organizational studies, investigations and operational studies; recommends modifications to contract administration and procurement programs, policies and procedures as appropriate.
19. Attends and participates in professional group meetings; stays abreast of new trends, legislation and innovations in the field of procurement and contract administration.

Minimum Qualifications

Education:
Bachelor's degree in Business Administration or a closely related field from an accredited college or university.
Experience:
Five (5) years of (full-time) professional verifiable experience in contract administration or related experience which must include two (2) years of supervisory experience.
Substitution:
Additional professional experience as outlined above may be substituted for the education on a year-for-year basis. A college degree is preferred.
WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computers.
Physical Conditions:
May require maintaining physical condition necessary for walking, standing or sitting for prolonged periods of time.
Knowledge of:
- Principles of complex procurement policies, laws, and regulations
- Operational characteristics, services and activities of comprehensive contract District administration program
- Principles and practices of procurement and contract administration.
- Rules and regulations governing special DBE and MBE/WBE goals, objectives and participation requirements
- Principles and practices of program development and administration
- Methods and techniques of procurement and contract negotiations
- Principles and practices of budget preparation and administration
- Principles of supervision, training and performance evaluation
- Related Federal, State and local laws codes and regulations
Skill/Ability in:
- Managing the operations and activities of a comprehensive contract administration program
- Interpreting and applying contract administration rules and regulations
- Selecting, supervising, training and evaluating staff
- Participating in the development and administration of division goals, objectives and procedures
- Preparing and administering large program budgets
- Preparing clear and concise administrative and financial reports
- Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions and implementing recommendations in support of goals
- Researching, analyzing and evaluating new service delivery methods and techniques
- Interpreting and applying Federal, State and local policies, laws and regulations
- Establishing and maintaining effective working relationships with those contacted in the course of work - Analyzing complex procurement policies, laws and regulations

Selection Process

Applications will be screened to assure that minimum qualifications are met. Those applicants who meet minimum qualifications will then be referred to the hiring department for the completion of further selection processes.

The selection process for this position may include a skills/performance demonstration, a written examination, and a panel and/or individual interview.

The successful candidate must have an employment history demonstrating reliability and dependability; provide copies of certificates, diplomas or other documents as required by law, including those establishing his/her right to work in the U. S; pass a pre-employment medical examination which may include a drug and alcohol screen, and which is specific to the essential job functions and requirements. Pre-employment processing will also include a background check. (Does not apply to current full-time District employees unless specific job requires additional evaluations).

Application Process

External applicants may only apply online, at www.bart.gov/jobs.  Applicants needing assistance with the online application process may receive additional information by calling (510) 464-6112.   

Current employees are strongly encouraged to apply online, either at www.bart.gov/jobs, or on WebBART.  Current employees may also apply using a BART paper application by delivering the completed form to the Human Resources Department, or by mailing it to P. O. Box 12688, Oakland, CA 94604-2688. 

All applicants are asked to complete the application in full, indicating dates of employment, all positions held, hours worked, and a full description of duties.  On line applicants are invited to electronically attach a resume to the application form to provide supplemental information, but should not consider the resume a substitute for the application form itself.

Applications must be complete by the closing date and time listed on the job announcement.

Equal Employment Opportunity

The San Francisco Bay Area Rapid Transit District is an equal opportunity employer. Applicants shall not be discriminated against because of race, color, sex, sexual orientation, gender identity, gender expression, age (40 and above), religion, national origin (including language use restrictions), disability (mental and physical, including HIV and AIDS), ancestry, marital status, military status, veteran status, medical condition (cancer/genetic characteristics and information), or any protected category prohibited by local, state or federal laws.

The BART Human Resources Department will make reasonable efforts in the examination process to accommodate persons with disabilities or for religious reasons. Please advise the Human Resources Department of any special needs in advance of the examination by emailing at least 5 days before your examination date at employment@bart.gov .

Qualified veterans may be eligible to obtain additional veteran's credit in the selection process for this recruitment (effective Jan. 1, 2013). To obtain the credit, veterans must attach to the application a DD214 discharge document or proof of disability and complete/submit the Veteran's Preference Application no later than the closing date of the posting. For more information about this credit please go to the Veteran's Preference Policy and Application link at www.bart.gov/jobs.


Other Information

Please be prepared to present documentation in support of any required licenses, degrees, or certifications upon request.
Please note that any job announcement may be canceled at any time.

Note

When you have successfully applied for this position you will receive an auto reply e-mail acknowledging that your application was received for this position. Please retain a copy of the e-mail for your records. If you receive an auto reply that does not specifically reference this position, please email Employment Help at employment@bart.gov for assistance.

To verify submission of your application, click on the 'My Career Tools' link at the top of the 'Careers Home Page' after submitting your application to view the list of applications you have submitted (including application date and status). If you have further questions, please email the Employment Help at employment@bart.gov , between the hours of 8:15am - 5:00pm, Monday- Friday.



Essential Job Functions

Under general direction, directs, manages, supervises and coordinates the activities and operations of the Contract Administration Division within the Procurement Department including the development and administration of construction, procurement and professional service contracts; coordinates assigned activities with other divisions, departments and outside agencies; provides highly responsible and complex administrative support to the Director of Procurement; and performs related duties as assigned.
This is the full-scope managerial classification responsible for overseeing the administration of a wide variety of contracts for goods or services, including design, construction and facility modification. The incumbent also oversees and performs highly technical contract development and administration tasks. This class is distinguished from the Director of Procurement in that the latter has overall responsibility for purchasing, stores, contract management, materials control and surplus disposal functions of the District.

Essential Job Functions

1. Strategizes, plans, develops, directs, and manages the implementation of the District's procurement procedures, guidelines and practices.
2. Assists in setting and ensuring the implementation of short to medium-term action plans required to address the District's varying and complex procurement actions.
3. Ensures compliance with federal, state, and local laws and regulations as well as various funding agencies requirements.
4. Assumes management responsibility for assigned services and activities of the Contract Administration Division including the development and administration of construction, procurement and professional service contracts.
5. Manages the daily operations of a group of procurement professionals responsible for developing and awarding contracts worth hundreds of millions of dollars annually.
6. Develops goals and objectives required to comply with BART Board of Directors procurement related initiatives, as well as changes in procurement statutes and changes in various funding agencies requirements.
7. Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; recommends, within departmental policy, appropriate service and staffing levels.
8. Plans, directs, guides and advises District staff of the appropriate contracting vehicles for intended procurement actions. Directs, coordinates, assigns, reviews and approves the work of contract administration staff.
9. Prepares and administers District contracts; reviews contract documentation to ensure compliance with mandated requirements; attends bid openings; awards contracts; oversees contract administration activities; resolves protests, claims and disputes.
10. Supervises the review, documentation and approval of claims and invoices submitted against contracts; directs the preparation and implementation of contract change orders.
11. Monitors special program participation goals and objectives involving DBE and MBE/WBE participation; ensures compliance with mandated requirements; coordinates activities with other divisions and departments to enhance participation.
12. Selects, trains, motivates and evaluates assigned staff; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.
13. Oversees and participates in the development and administration of the division's annual budget; participates in the forecast of funds needed for staffing, equipment, materials and supplies; monitors and approves expenditures; implements adjustments.
14. Monitors developments and legislation related to assigned area of responsibility; evaluates impact upon District operations; recommends and implements equipment, practice and procedural improvements.
15. Serves as the liaison for the Contract Administration Division with other divisions, departments and outside agencies; negotiates and resolves sensitive and controversial issues.
16. Serves as staff on a variety of boards, commissions and committees; prepares and presents staff reports and other necessary correspondence.
17. Provides responsible staff assistance to the Department Manager, Procurement.
18. Conducts a variety of organizational studies, investigations and operational studies; recommends modifications to contract administration and procurement programs, policies and procedures as appropriate.
19. Attends and participates in professional group meetings; stays abreast of new trends, legislation and innovations in the field of procurement and contract administration.

Minimum Qualifications

Education:
Bachelor's degree in Business Administration or a closely related field from an accredited college or university.
Experience:
Five (5) years of (full-time) professional verifiable experience in contract administration or related experience which must include two (2) years of supervisory experience.
Substitution:
Additional professional experience as outlined above may be substituted for the education on a year-for-year basis. A college degree is preferred.
WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computers.
Physical Conditions:
May require maintaining physical condition necessary for walking, standing or sitting for prolonged periods of time.
Knowledge of:
- Principles of complex procurement policies, laws, and regulations
- Operational characteristics, services and activities of comprehensive contract District administration program
- Principles and practices of procurement and contract administration.
- Rules and regulations governing special DBE and MBE/WBE goals, objectives and participation requirements
- Principles and practices of program development and administration
- Methods and techniques of procurement and contract negotiations
- Principles and practices of budget preparation and administration
- Principles of supervision, training and performance evaluation
- Related Federal, State and local laws codes and regulations
Skill/Ability in:
- Managing the operations and activities of a comprehensive contract administration program
- Interpreting and applying contract administration rules and regulations
- Selecting, supervising, training and evaluating staff
- Participating in the development and administration of division goals, objectives and procedures
- Preparing and administering large program budgets
- Preparing clear and concise administrative and financial reports
- Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions and implementing recommendations in support of goals
- Researching, analyzing and evaluating new service delivery methods and techniques
- Interpreting and applying Federal, State and local policies, laws and regulations
- Establishing and maintaining effective working relationships with those contacted in the course of work - Analyzing complex procurement policies, laws and regulations

Selection Process

Applications will be screened to assure that minimum qualifications are met. Those applicants who meet minimum qualifications will then be referred to the hiring department for the completion of further selection processes.

The selection process for this position may include a skills/performance demonstration, a written examination, and a panel and/or individual interview.

The successful candidate must have an employment history demonstrating reliability and dependability; provide copies of certificates, diplomas or other documents as required by law, including those establishing his/her right to work in the U. S; pass a pre-employment medical examination which may include a drug and alcohol screen, and which is specific to the essential job functions and requirements. Pre-employment processing will also include a background check. (Does not apply to current full-time District employees unless specific job requires additional evaluations).

Application Process

External applicants may only apply online, at www.bart.gov/jobs.  Applicants needing assistance with the online application process may receive additional information by calling (510) 464-6112.   

Current employees are strongly encouraged to apply online, either at www.bart.gov/jobs, or on WebBART.  Current employees may also apply using a BART paper application by delivering the completed form to the Human Resources Department, or by mailing it to P. O. Box 12688, Oakland, CA 94604-2688. 

All applicants are asked to complete the application in full, indicating dates of employment, all positions held, hours worked, and a full description of duties.  On line applicants are invited to electronically attach a resume to the application form to provide supplemental information, but should not consider the resume a substitute for the application form itself.

Applications must be complete by the closing date and time listed on the job announcement.

Equal Employment Opportunity

The San Francisco Bay Area Rapid Transit District is an equal opportunity employer. Applicants shall not be discriminated against because of race, color, sex, sexual orientation, gender identity, gender expression, age (40 and above), religion, national origin (including language use restrictions), disability (mental and physical, including HIV and AIDS), ancestry, marital status, military status, veteran status, medical condition (cancer/genetic characteristics and information), or any protected category prohibited by local, state or federal laws.

The BART Human Resources Department will make reasonable efforts in the examination process to accommodate persons with disabilities or for religious reasons. Please advise the Human Resources Department of any special needs in advance of the examination by emailing at least 5 days before your examination date at employment@bart.gov .

Qualified veterans may be eligible to obtain additional veteran's credit in the selection process for this recruitment (effective Jan. 1, 2013). To obtain the credit, veterans must attach to the application a DD214 discharge document or proof of disability and complete/submit the Veteran's Preference Application no later than the closing date of the posting. For more information about this credit please go to the Veteran's Preference Policy and Application link at www.bart.gov/jobs.


Other Information

Please be prepared to present documentation in support of any required licenses, degrees, or certifications upon request.
Please note that any job announcement may be canceled at any time.

Note

When you have successfully applied for this position you will receive an auto reply e-mail acknowledging that your application was received for this position. Please retain a copy of the e-mail for your records. If you receive an auto reply that does not specifically reference this position, please email Employment Help at employment@bart.gov for assistance.

To verify submission of your application, click on the 'My Career Tools' link at the top of the 'Careers Home Page' after submitting your application to view the list of applications you have submitted (including application date and status). If you have further questions, please email the Employment Help at employment@bart.gov , between the hours of 8:15am - 5:00pm, Monday- Friday.

Job Address

Oakland, California United States View Map