CONTRACTS ADMINISTRATOR

Location
Arlington
Posted
Nov 23, 2018
Closes
Dec 18, 2018
Function
Administrative
Hours
Full Time
Position Information

Arlington County's Department of Environmental Services  is seeking an experienced professional to serve as the lead for contract administration functions for the acquisition of all professional services, construction, and technology contracts required by the Division of Transportation (DOT), in order to deliver its major capital projects.  DOT is responsible for the planning, design and construction of transportation infrastructure and facilities. The DOT Capital Program includes federal, state and local funding sources totaling in excess of $1 billion over the next ten years. It includes major roadway and transit projects which may be delivered through complex alternative delivery methods such as design build or public private partnerships.

In addition to working closely with DOT, the Contracts Administrator will work closely with other County agencies, particularly the Department of Management and Finance (DMF), as well as funding partners, and with contractors.  This position, based in the Budget and Finance Division, is a highly visible role internally and among the various funding agencies.

Specific duties include:

  • Developing, formulating, and recommending contract terms and conditions for multi-million transportation projects, equipment and service contracts; contributing to the determination of the type of contract and assisting with preparation of the scopes for RFQ or RFP procurements;
  • Analyzing contractor cost proposals and presenting to a selection committee and County's Procurement Officer; reviewing and recommending for approval the issuance of contract modifications; reviewing and evaluating technical and price proposals and recommending action/selection;
  • Working closely with project team to ensure contract compliance; includes project managers as well as other staff with oversight roles (e.g. Disadvantaged Business Enterprise Specialist, Grants Administrator, etc.); monitoring contract compliance on an ongoing basis, relying on time and cost analysis, financial documentation and statements, audit reports, legal advice and best practices; implements department policies and procedures and develops and delivers training to ensure contract and grant compliance;
  • Reporting on contract status, cost effectiveness, and other factors to appropriate County leaders, including the County Manager, Deputy County Manager, DES Director and Deputy Director, Chief Operating Officer, DES and Deputy Director, DOT;
  • Reviewing and approving contract actions within the scope; reviewing contractor invoices for payment based on scope or contract terms; reviewing and recommending actions related to contractor actions and billing outside of the scope; negotiating scope modifications as deemed appropriate by project team and DMF staff; ensuring proper documentation and maintaining contract files, including claims and legal documents; and
  • Maintaining all files related to and assists with compliance reporting and audits and working with the Grants Administrator on grant reporting documentation by providing contractor invoices and financial reports.

Selection Criteria

Minimum: Bachelor's degree in accounting, business or public administration, engineering or related field, plus considerable experience in procurement and contract administration that involved material, equipment and service contracts for multi-million dollar commitments.

Substitution: Additional qualifying experience may be substituted for the education requirement on a year-for-year basis.

Desirable:  Preference may be given to candidates with experience in one or more of the following:

  • Certification as a contract professional from NCMA, NIGP, GFOA or similar certification;
  • Managing multi-million dollar transportation contracts with multiple funding sources including federal US DOT grants;
  • Preparing capital construction project budgets;
  • Local government financial systems;
  • Working with federal and state accounting systems such as TEAM, ECHO, and OLGA; and/or
  • Using Oracle E-Business Suite.

Special Requirements

A letter of interest is part of the application process. Please attach a cover letter that highlights the experience you feel qualifies you for the position addressing how your background reflects the qualification requirements for the position. Identify your most significant accomplishments.  Please see supplemental questionnaire for specific instructions.

Completion of the Commonwealth of Virginia Statement of Economic Interest form will be required of the successful candidate upon hire and annually thereafter.

Your responses to the supplemental questionnaire are considered part of the selection (or application) process and are required for this position.  Please do not give "see resume" as a response to the questions. Incomplete applications will not be considered.

Additional Information

Arlington County offers a competitive salary and a great benefits package including a Defined Benefit (pension) plan. For more information on Arlington's family friendly benefits, click here.

This position is listed as "open continuous." Applicants are encouraged to submit their applications as soon as possible. Applications will be reviewed on a regular basis and interviews conducted continuously with qualified applicants. If your application is received later in the recruitment process, it may not be reviewed or considered. The application process will close when the position has been filled or when a sufficient number of qualified applications have been received.

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