ASSISTANT PORT CONSTRUCTION ADMINISTRATOR

Job Description

*** All completed applications for this position must be submitted online no later than 5:00 pm, on the closing date of the recruitment. PAPER APPLICATIONS WILL NOT BE ACCEPTED . Please follow all submission instructions to ensure your application is complete. Resumes will not be accepted in lieu of online applications, therefore, it is important for online applications to be completed fully. Late applications will not be accepted beyond the closing time and date for any reason, including any technical issues, such as system, browser, or computer failures, etc. ***

Under general supervision, the incumbent assists in performing all non-engineering functions in the administration of construction contracts within and around marine terminal, airport, and commercial real estate construction projects, including monitoring contractors’ procedural compliance with contract provisions, processing technical interchanges between contractors and professional engineering personnel, and documenting technical activities related to contract construction. Incumbents may act in the place of the Port Construction Administrator’s absence. Performs related work as assigned.

Examples of Duties

Any one position may not include all the duties listed, nor do the examples cover all the duties which may be performed. Incumbent may perform other related duties at the equivalent level.

• Sets up contract files and transmits contract documents to the contractor after reviewing them for correctness and completeness.
• Prepares Notice to Proceed letters for the Port Construction Administrator’s signature after ensuring that the contractor has met procedural requirements.
• Assists in the department’s participation in the Port’s Non-Discrimination and Small Local Business Utilization programs and other similar programs, including attending meetings, reviewing all contractor documents regarding subcontractor lists vs. percent of work to be subcontracted and weekly payroll reports.
• Drafts or formats Board letters for change orders and substitution of subcontractors; drafts contract completion and acceptance letters and maintains appropriate templates.
• Formats and checks calculations on change orders and progress payments.
• Checks for accuracy and completeness on contract close out procedures and prepares final payment documents.
• Works with outside agencies on participation in pre-construction conferences, identification of permitting offices and individuals, construction progress and payment reporting, materials testing, and notification of project completion.
• In the absence of the Port Construction Administrator, supervises department clerical personnel in performance of duties in construction contract administration.
• Reviews contract specifications for requirements relating to site availability, submittals, RFIs, permits, substitution of Securities in Lieu of Retention, etc
• Performs related work as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE

This position requires a combination of education and experience reflecting possession of the required knowledge, skills, and abilities. A typical combination would include an AA degree or equivalent with course work in public or business administration, engineering, or related field plus one year of responsible experience in construction contract administration.

KNOWLEDGE, SKILLS AND ABILITIES

To perform the typical tasks and duties of the position successfully, the knowledge, skills and/or abilities listed below are required.

Knowledge of:

• Construction contract administration concepts and procedures.
• Understanding of contract provisions.
• Port administrative policies and procedures.
• Technical duties of engineering and inspection personnel.

Ability to:

• Written skills to prepare clear and concise reports.
• Communicate effectively with all those contacted in performing the job.
• Interpret, explain and apply administrative policies and procedures.
• Exercise sound independent judgment within general policy guidelines.
• Establish and maintain effective working relationships with those contacted in the performance of duties and to work as a team.
• Work under deadlines and coordinate several concurrent assignments.
• Work with minimum supervision.

THE SELECTION PROCESS

Stage I: Application and Supplemental Questionnaire Evaluation (Pass/Fail)- The first stage in the selection process will consist of an application and supplemental questionnaire appraisal review (pass/fail). Applications submitted without the completed supplemental questionnaire will be deemed incomplete and not given further consideration. Meeting the minimum qualifications does not guarantee advancement to the next stage. Only the most suitably qualified candidates will be invited to Stage II.

Stage II: Assessment Examination (Weighted 100%)- The second stage of the selection process may consist of a combination of job-related situational project exercises and an oral panel interview designed to assess technical knowledge and any additional other KSAs. Job-related situational project exercises may consist of written exercises, performance exercises or other situational exercises that would assess the KSAs. The Assessment Examination is designed to test your overall aptitude for the position.

Candidates must achieve a scale score of 70 or more on this examination to be placed on the eligible list for employment consideration . The Port of Oakland reserves the right to modify the selection process as necessary to conform to administrative or business necessity.

ADVISORIES

Immigration and Reform Control Act: In compliance with the Immigration and Reform Act of 1986, the Port of Oakland will only hire individuals who are legally authorized to work in the United States. Social Security card must be presented, and the name on it must match the name on the application.

Americans with Disabilities (ADA): In compliance with State and Federal Laws, the Port will employ and promote qualified individuals without regard to disability. The Port is committed to making reasonable accommodations in the selection process and in the work environment. Individuals requesting reasonable accommodations during the selection process must notify Nancy Jeu at njeu@portoakland.comwithin seven (7) calendar days of the closing date of the job announcement. The Port requires applicants to provide supporting medical documentation to substantiate a request for reasonable accommodation.



The Port of Oakland is an Equal Opportunity Employer

Additional Requirements

This classification requires each incumbent to successfully complete a Transportation Security Administration (TSA) background check, which will include a fingerprint-based Criminal History Records Check (CHRC) and a Security Threat Assessment (STA), prior to being considered for this position. This status must be maintained for the duration of employment at the Port.

The Port of Oakland'sbenefit program ranks among the best in the region for public jurisdictions and is designed to reward performance and promote a balanced lifestyle, both at the workplace and away from the workplace, for its employees and their families. The Port is committed to the health and well-being of its employees and has been recognized as a FIT-Friendly Employer by the American Heart Association.

• The Port is part of the California Public Employees Retirement System (CalPERS). CalPERS is a defined pension provided to regular full-time employees that work for the Port. The CalPERS defined pension is based on predetermined formula that factors in an employee's earnings history, tenure of service and age. The retirement formula for new hires is 2% at 62 years of age or 2.5% at 55 for with other CalPERS service and/or reciprocity.
• The Port offers retiree medical benefits for employees and dependents after 10 years of CalPERS service (including 5 years at the Port).
• The Port pays 100% of the premium cost for employees and dependent health insurance coverage not to exceed the Kaiser-HMO Family Plan; cash in lieu of medical benefit is also available.
• The Port pays 100% of the premium cost for dental and vision coverage.
• The Port pays 100% of the premium cost for Long Term Disability (LTD) coverage and reimburses employees for the State Disability Insurance.
• The Port pays 100% of the premium cost for life insurance at one-time annual salary with certain limits.
• The Port offers aDeferred Compensation Plan allowing employees to save and invest money for retirement with tax benefits.

Time Away from Work

• From 2 to 5 weeks of vacation depending on years of employment at the Port.
• 10 days of management leave for employees exempt from the Fair Labor Standards Act (FLSA).
• 1 paid Floating Holiday per year.
• 12 days of sick leave per year after three months of employment which includes 4 days of personal leave.
• 13paid holidays as well as the second half of the shift on December 24 and December 31.

Closing Date/Time: 3/17/2025 5:00 PM Pacific

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• Port of Oakland

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