Title: Contract Analyst

State Role Title: Prog Admin Specialist II

Hiring Range: $64,896- $105,456

Pay Band: 5

Agency: VA Dept of Transportation

Location: Dept of Transportation

Agency Website: https://www.virginiadot.org/jobs

Recruitment Type: General Public - G

Job Duties

The Traffic Operations Program Management Office is currently seeking a highly organized individual to perform contract analysis and administration functions including researching, developing, monitoring and evaluating contracts. Provide leadership in the management of key contracts and assist divisional and field staff in developing task orders, new contract scopes, requests for proposals (RFPs), invitation for bids (IFBs) and other matters related to contracting.

Responsibilities may include, but are not limited:

Grant programs: Lead or assist with preparing grant applications to support programs. Lead or assist with closing out grants. Assist with developing the fiscal tools to administer grants. Retain documentation in accordance with document retention policies.

Manage Operations Division Support Programs: Submit weekly reports of all activities to Contract Section Manager. Conduct quarterly reviews with individual project managers. Develop and maintain a team site or directory of all assigned contracts. Establish requisitions and purchase orders.

Administrative Support: Complete and submit necessary payroll documentation. Provide weekly report to reflect pertinent tasks completed or initiated. Communicate effectively to stakeholders. Keep information confidential, adapt to constructive criticism, exhibit professional and ethical values, promote strong peer relationships, and represent VDOT in a professional manner. Attend section and divisional meetings as requested.

Contract Support and Development: Determine the need for new contracts or contract modifications. Lead new contract development with assigned project managers and stakeholders. Provide support for a Contractor Performance Management system. Provide support for the cost estimating system for ITS-related projects. Develop, update, revise and comply with internal procedures regarding the use of managed contracts.

Financial Activities: Provide efficient and accurate fiscal management for special contracts including university research grants, contracts with caps, ITS earmark projects and other contractual obligations to ensure that financial support files are up to date. Assist as necessary to support contracts, task orders or projects to ensure all efforts are allocated to the appropriate cost center programs and projects. Provide oversight regarding budgetary issues that impact assigned contracts, task orders or programs.

Recurring Contract Activities: Conduct status reviews with VDOT project managers to review contractual issues and performance concerns about on-going task orders or projects. Coordinate with project managers and stakeholders to determine if available contract renewals shall be executed. Review and assist in the development of task order scope of works and deliverables with the project manager. Work with project managers to verify the need for issuing a task order or contract change order. Resolve conflicts between the VDOT project manager, VDOT program manager and the contract project manager. Provide support as requested by the project or program manager regarding invoice inquiries. Initiate and perform task or contract close-out procedures.

Minimum Qualifications

• Experience developing requests for proposals (RFP) and invitation for bids (IFB).
  
• Experience with complex contract negotiations and administration.
  
• Experience developing policies and procedures.
  
• Ability to communicate orally and in writing with customers.
  
• Experience with budgeting as it relates to contract administration.
  
• Knowledge of The VA Public Procurement Act, Dept. of Gen Svcs Agency Procurement, and VDOT procurement procedures.
  
• Knowledge of Transportation Ops, ITS technologies, and transportation security.
  
• Skill in the use of computers and web-based applications.
  
• Experience with project management.

Additional Considerations

• Experience with various federal and state regulations, policies and processes; procurement practices and procedures.
  
• Experience in Transportation Operations; ITS technologies and transportation security; RFPs, IFBs and technical writing.
  
• Knowledge of grant procedures, SharePoint and MS Project. CPPB, VCO and CPPO certifications.
  
• Experience in contract administration, project management and budgeting.
  
• A combination of training, experience, or education in Business Administration, Public Administration, Engineering or related field desired.
  

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.

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

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application.

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.

Contact Information

Name: Candace Raigns

Email: candace.raigns@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.