Contracts Administrator

Location
Arlington, Virginia
Salary
$68,723.20 - $118,289.60 Annually
Posted
Apr 03, 2019
Closes
Apr 03, 2019
Ref
4412-19A-DES-DB
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.

Arlington County Government employee benefits depend on whether a position is permanent, the number of hours worked, and the number of months the position is scheduled.

Specific information on benefits and conditions of employment can be found on the Arlington County Human Resources Department website: www.arlingtonva.us/pers.

Permanent, Full-Time Appointments
All jobs are permanent, full-time appointments unless otherwise stated in the announcement. The following benefits are available:

Paid Leave : Vacation leave is earned at the rate of four hours biweekly. Leave accrual increases every three years until eight hours of leave are earned biweekly for twelve or more years of service. Sick leave is earned at the rate of four hours biweekly. There are eleven paid holidays each year.

Health and Dental Insurance : Three group health insurance plans are offered - a network open access plan, a point-of-service plan, and a health maintenance organization. A group dental insurance plan is also offered. The County pays a significant portion of the premium for these plans for employees and their dependents. A discount vision plan is provided for eye care needs.

Life Insurance : A group term policy of basic life insurance is provided at no cost to employees. The benefit is one times annual salary. Additional life insurance is available with rates based on the employee's age and smoker/non-smoker status.

Retirement : The County offers three vehicles to help you prepare for retirement: a defined benefit plan, a defined contribution plan (401(a)), and a deferred compensation plan (457). The defined benefit plan provides a monthly retirement benefit based on your final average salary and years of service with the County. You contribute a portion of your salary on a pre-tax basis to this plan. General employees contribute 4% of pay; uniformed public safety employees contribute 7.5% of pay. Employees become vested in the plan at five years of service. The County also contributes to this plan.

For general employees, the County also contributes 4.2% of pay to a defined contribution plan (401(a)) . The County also matches your 457 contribution, up to $20 per pay period, in this plan. The 457 deferred compensation plan allows you to set aside money on either a pre-tax (457b) or post-tax (457 Roth) basis up to the IRS annual limit. New employees are automatically enrolled with a pre-tax contribution equal to 2% of your base pay.

Other Benefits: The County also offers health, dependent care, and parking flexible spending accounts; long-term care insurance; tuition assistance; transit and walk/bike to work subsidies; a college savings plan; wellness programs; training opportunities; and a variety of other employee benefits.

Permanent, Part-Time Appointments:
Part time employees who work ten or more hours per week receive paid leave and benefits in proportion to the number of hours worked per week.

Limited Term Appointments:
Benefits are the same as permanent appointments except that the employees do not achieve permanent status.

Temporary Regular Appointments:
Temporary regular employees who work 30 hours or more per week are eligible for health, dental, and basic life insurance as described above. They are also eligible for vacation, sick leave, and paid holidays.

Temporary Seasonal and Occasional Appointments:
Temporary employees who work on a seasonal basis or variable hours receive sick leave, but do not normally receive other paid leave or benefits. Exceptions are noted in individual announcements.

01

What is your highest level of education?
  • High School or equivalent
  • Some College
  • AA or 60 semester hours (90 Quarter hours)
  • BA/BS not related to position
  • Bachelor's degree in accounting, business or public administration, engineering or related field
  • Graduate work not related to position
  • Graduate work related to position


02

How much experience do you have in procurement and contract administration that involved material, equipment and service contracts for multi-million dollar commitments?
  • None
  • Less than 1 year
  • 1 to less than 2 years
  • 2 to less than 3 years
  • 3 years or more


03

Please list any professional contract certification(s) you possess.

04

Please prepare a letter in the space below or attach it to your application highlighting your background and experience as it relates to the minimum and desirable qualifications of this position. Be sure to include specific details of experience with the following:
• Managing multi-million dollar transportation contracts with multiple funding sources including federal US DOT grants;
• Preparing capital construction projects budgets including expenditure analysis, accounting, and/or budget tracking;
• Local government financial systems;
• Working with federal and state accounting systems such as TEAM, ECHO, and OLGA;
• Using Oracle E-Business Suite.

Required Question

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