Assistant Contracts Administrator (Staff Services Analyst)

Job Description:

Assistant Contracts Administrator (Staff Services Analyst)

Description

About the Opportunity

THE IDEAL CANDIDATE The Public Works Department is looking for a self-motivated, highly organized member of the team that is detail-oriented and able to maintain consistency in high pressure, quick-paced work with tight deadlines. This candidate will be experienced with administering engineering contracts, in particular for Public Works or a similar local public agency. Ideally, this candidate could also have experience and familiarity with Caltrans Local Assistance procedures, forms and processes, federally funded projects, and certified payroll and labor compliance. The candidate will be customer-oriented and able to work with a variety of internal and external, office and field customers. To learn more about the Department of Public Works, click here.
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THE POSITION Under direct supervision of the Contracts Administrator (Staff Services Coordinator), the Assistant Contracts Administrator (Staff Services Analyst) will support the Construction Engineering, Design Engineering, Surveying, and Operations Division for the Public Works Department. The position will develop, document, implement, maintain and coordinate various processes necessary to successfully execute construction contracts, consultant agreements and maintenance agreements. This position will coordinate and assist the Staff Services Coordinator in the transition of Public Works projects from the design, bidding and award phase into the construction phase through completion, closeout and warranty. This position will assist in central coordinator of documents, payments, labor compliance and other related federal and non-federal documents from contractors and county field engineers and inspection staff. This position will also assist in preparing agreements as well as associated project bond documents and insurance certificates for review and signature from legal counsel. Other duties include coordination and support in procurement of materials/goods and equipment, as necessary, for the operations and maintenance staff. Unless otherwise provided, this position is part of the Classified Service of the County and is assigned to the Mid-Management/Supervisory bargaining unit for labor relations purposes. Individuals who are in a full-time classification position are required to serve a twelve-month probationary period, which may be extended an additional six months, for a total of eighteen months. Incumbents may also be subject to overtime, standby, callback, weekend, holiday and shift assignments as identified in their MOU (Memorandum of Understanding). The Job Task Analysis provides information detailing the physical and functional demands of the classification. For the complete job task analysis, visit the Risk Management website at http://www.stancounty.com/riskmgmt/ under the "Disability" tab.

Typical Tasks

Typical Tasks:

• Assist in preparing construction contracts and consultant agreements, route for approval and execution;
• Assist in preparing contractor progress payments, track, and route for prompt payment;
• Assist in managing Purchase Order increases and decreases;
• Review certified payroll and verifying compliance with State and Federal Prevailing wage requirements;
• Analyze and understand County Code, Public Contract Code and Caltrans Local Assistance Procedures Manual as it relates to construction contract administration to ensure compliance;
• Assist in preparation and procurement of consultants and vendors through County Purchasing and Federal RFQ/RFP process;
• Manage Contractor/Consultant Insurance certificates and renewals;
• Prepare Draft Board Reports and route for approvals;
• Coordinate and track staff schedules;
• Effectively review work products and documents of other staff for correctness and completeness;
• Track Contract status routed to County Counsel for review/signature;
• Coordinate the implementation of varying department and division initiatives and projects; and
• Other duties as assigned.

Minimum Qualifications (Knowledge, Skills, Abilities, Education/Experience)

Minimum Qualifications (Knowledge, Skills, Abilities, Education/Experience): SKILLS/ABILITIES

• Work independently and effectively with minimal supervision to manage time and prioritize work tasks as well as meet critical deadlines;
• Oversee contract procurement and contract management for the assigned division and/or Department;
• Analyze administrative problems accurately, identify solutions, make logical decisions and practical recommendations and put into practice effective changes;
• Understand organizational and legal implications of various actions/duties;
• Ability to research applicable funding rules/regulations and Caltrans Local Assistance Procedures and forms;
• Interpret, apply and explain policies and procedures, laws rules and regulations, contracts and budgets;
• Prepare clear and concise correspondence, statements and reports and other data as required;
• Interact professionally with various levels of employees, public and private agencies, employers, vendors, consultants, contractors, and the general public;
• Communicate clearly and concisely both orally and in writing; and
• Collect, interpret and evaluate data.

KNOWLEDGE

• Concepts and practices required for effective negotiating;
• Modern office practices, including policy and procedure development, workflow, forms and equipment;
• Federal, State and Local laws and regulations related to public contract procurement, management and administration;
• Microsoft Excel and Word; and
• Adobe Acrobat or Bluebeam PDF.

We recognize your time is valuable, please only apply if you meet the following required qualifications.
EDUCATION/EXPERIENCE

• Graduation from an accredited institution with an Associate’s Degree in Public or Business Administration or Engineering or Construction Management or closely related field; AND
• Three (3) years of full-time, professional, journey-level, administrative experience; OR
• Two (2) years of full-time, professional experience involving contract administration, contract drafting, contract interpretation, or research analysis.

NOTE: Progressively responsible experience in a related area may be substituted for the required education on a year for year basis. DESIRABLE QUALIFICATIONS
In addition to the minimum qualifications, applicant screening will focus on the following desirable qualifications. Please list any of these qualifications you may have within the "Duties" section of the online application. (DQs must also be measurable.)

• One (1) or more years of full time, professional, administrative experience in the construction industry or engineering industry

Proof of education may be required for verification purposes at the time of application. Applicants who are unable to submit proof must call 209-525-4171 to make other arrangements before 5 pm on the final filing date. Failure to submit proof or make other arrangements before the final filing deadline will result in disqualification.

Application and Selection Procedures

Application and Selection Procedures: APPLICATION PROCEDURES/FINAL FILING DATE Applications cannot be submitted later than 5:00 p.m. on the final filing date. Make your online application as complete as possible so a full and realistic appraisal may be made of your qualifications. Resumes will not be accepted in lieu of a completed application. Attaching your resume and cover letter are an optional feature for those who wish to do so in addition to completing the required application. Information on your resume and cover letter will not substitute for the education, work experience and required fields on the County application. The online County application is the primary tool used to evaluate your job qualifications.
EXAMINATION PROCESS Most County recruitments consists of the steps detailed below and are governed by Merit Principles. The examination process ensures that all applicants are given the same opportunity to gain employment within Stanislaus County.

• Application Review and Screening. Applications are carefully screened based on information provided. Those who submit incomplete applications that lack relevant qualifications or do not submit all required documents will not be invited to move on.
• Written Examination. Applicants will be invited to participate in a written exam that tests knowledge for the position.
• Oral Examination. Applicants are invited to a panel interview in which they will be evaluated by County subject matter experts.
• Eligible Lists. Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for six months, but may be extended up to eighteen months.

TENTATIVE RECRUITMENT SCHEDULE Application Deadline: 02/24/2025 Written Examination: Tentatively week of 03/10/2025 Note: The eligible list generated from this recruitment may be used to fill future extra-help, part-time and full-time vacancies throughout Stanislaus County. GENERAL INFORMATION Final appointment will be conditional upon successfully passing a County paid pre-employment drug screening (if applicable for position) and a job-related background investigation.
Stanislaus County supports the good health of its workforce. More information is available at http://myclubwellness.org Cell phones are typically incompatible with the online application format or browser. We recommend using a desktop or laptop computer. If you are still having technical difficulties, please call NEOGOV at 1-855-524-5627.

Benefits associated with this position can be found at Benefits Summary .

Closing Date/Time: 2/24/2025 5:00 PM Pacific

Salary:

$67,516.80 - $82,056.00 Annually