Title: Contract Administrative Specialist Construction

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $58,454-$94,988

Pay Band: 4

Agency: VA Dept of Transportation

Location: Hampton Roads District Office

Agency Website: www.virginiadot.org/jobs

Recruitment Type: General Public - G

Job Duties

VDOT’s Hampton Roads District, Construction Division, is looking for a highly motivated and detailed oriented, Contract Administrative Specialist to drive us forward.

This position will:

• Maintain project files and file documents. Ensure records are kept in accordance with records retention policy and practices for transfer and storage. Serve as a liaison to others regarding record retention guidelines and procedures.
• Review, process and correct vouchers, progress reports and supporting documentation. Verify accuracy and completeness of electronically submitted data, quantities, item codes, unit prices, estimates, sublets, progress reports and other forms. Resolve discrepancies and problems and generate electronic approval authorization for payment. Work directly with VDOT staff and contractors regarding documentation and issues related to the payment of contracts.
• Clarify, inspect and recommend approval and distribution of all documentation needed to process contractor's monthly estimate, work orders, subletting requests, letters, etc. Assure subcontractor's current pre-qualification, verification of activity codes and coding contractor items; make recommendations as to adequacy of information. Research project files, databases and other informational resources to provide accurate information regarding current price indexes, status of work orders and subletting requests, item codes and correct charges.
• Receive initial estimate download and initialize with correct project information. Verify downloaded estimate for correctness. Construct and add work order and force account items into estimate. Maintain project documentation. Review project records to assure all information needed for audit has been submitted and prepare books for audit.
• Work with field staff as a troubleshooter to ensure proper functioning of the systems by interacting with inspectors and Central Office staff to correct errors in the program interface to produce accurate estimate vouchers. Research and disseminate information
  regarding contractor documentation and issues relating to corrective measures for the proper operation of the system from all field personnel, residencies, Central Office and contractors.

Minimum Qualifications

• Ability to communicate effectively orally and in writing with customers.
• Skill in the use of computers and software applications to include MS office and automated financial and construction management programs.
• Experience applying engineering guidelines, federal and state policies and regulations and Road and Bridge specifications and standards related to transportation and construction.
• Experience performing mathematical, technical and statistical calculations and reflecting understanding of payment processes and contractual language.
• Ability to provide guidance, direction and technical assistance.
• Experience interpreting, applying policies and procedures related to contract administration.
  

Additional Considerations

• Experience using computers
• A combination of training, experience or education in business Administration, business management or related field desired
• Experience in managing projects
• Knowledge of VDOT policies and regulations related to transportation and construction
• Experience in contract administration construction processes and procedures and project finals
• Experience using AWP
  

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Fingerprint-based background checks, references, work history, and DMV records will be verified prior to employment. Applicants must be eligible to work in the United States. H1B VISA Sponsorship is not available.

VDOT utilizes a market-based pay program, which has been approved by DHRM. Therefore, advertised rates of pay may or may not align with the Commonwealth pay bands.

Applicants are expected to fully represent qualifications and work history. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide detailed information.

Once onboarded, this position may be eligible for telework opportunities; availability, hours, and duration of telework shall be approved as outlined in the Commonwealth’s telework policy.

Contact Information

Name: Tina Kittrell

Phone: 757-956-3288

Email: christina.kittrell@vdot.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.