Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing tasks in the following areas: Program, Policy, and Procedure Review, Analysis, and Support; Project Oversight and Management; Supervisory/Administrative; Department Administration; Information Tracking, Data Analysis, and Recording; and Public Information Services. Work mainly involves problem solving and mediating highly conflicting, unexpected, and unusual problems involving multiple groups.

Supervision

Supervision Received: This class works under administrative direction, which includes broad management responsibility for a large program or set of related functions. Work is usually received in terms of goals; review is received in terms of results.

Supervision Exercised: This class may provide direct and/or indirect supervision to lower level personnel.

Distinguishing Characteristics

N/A

Essential Functions

A. Program, Policy, and Procedure Review, Analysis, and Support
Duties may include:
Coordinate the bidding and solicitation process for procurements and contracts. Prepare, coordinate, assemble, review, and edit RFP/bid documents for construction, procurement, and professional service contracts to insure accuracy of contents and that all legal, governmental funding, and District requirements are met. Analyze bids and proposals for compliance with contract codes, Federal and State regulations, and District procurement policies. Prepare a variety of complex written materials for contract bidding, Board approval, and contract correspondence. Administer District Disadvantaged Business Enterprise (DBE) program. Monitor District procurement practices for compliance to DBE regulations to ensure that DBEs are provided bidding opportunities and technical assistance. Verify status and maintain a registry of DBEs. Assist qualified business enterprises in obtaining DBE certification. Monitor and enforce Federal and State Prevailing Wage requirements for construction and maintenance contracts. Administer the District's pre-qualification policy for construction and procurement contracts. Other duties as assigned.

B. Project Oversight and Management
Duties may include:
Determine appropriate solicitation strategy for specific procurements. Establish procurement schedule for acquiring required approvals, preparing bid documents, setting bid period, receipt and analysis of bids, and contract award. Establish milestones and schedule for completing annual DBE goal setting, methodology, and FTA quarterly utilization reports. Conduct internal audit of department procurement activities to verify conformance with policies and procedures; confirm compliance in preparation for external audits and reviews by funding agencies. Other duties as assigned.

C. Supervisory/Administrative
Duties may include:
Oversee and delegate work. Assign staff to specific procurements and contracts. Train employees. Conduct performance evaluations. Conduct staff meetings and provide work feedback. Make personnel decisions. Review work products of staff. Provide technical assistance to staff related to complex procurement issues. Respond to questions and requests for direction from staff. Other duties as assigned.

D. Department Administration
Duties may include:
Establish contract administration department organizational structure, goals and objectives, and delegation of duties and responsibilities. Identify contract administration department needs for training, equipment, work space, and participate in development of budget for section. Conduct and participate in division and department staff meetings. Write or participate in the development of Policy and Procedures Manual for the Procurement Division. Represent division and department in project coordination with other District divisions and outside agencies. Represent department during audits related to procurement, DBE, and prevailing wage activities. Other duties as assigned.

E. Information Tracking, Data Analysis, and Recording
Duties may include:
Oversee maintenance and data entry of department project management database (ICAS). Maintain data and statistics of activity related to departments’ procurement activities, DBE utilization, and contract compliance. Prepare quarterly DBE utilization reports for submittal to FTA. Prepare Annual Overall DBE Goal Setting and Methodology report for Board approval and submittal to FTA and Caltrans. Analyze DBE utilization statistics for trends for purposes of proposing annual goals and setting project-specific DBE goals. Oversee maintenance and data entry in SAP related to department procurement actives. Make procurement project staff assignments via SAP. Other duties as assigned.

F. Public Information Services
Duties may include:
Prepare and distribute the DBE annual goal setting document to local business chambers, business associations, and minority and women organizations in accordance with the DBE regulations. Provide interested parties information related to the District’s DBE Program and opportunities to comment on the DBE Program; schedule a Board item to allow public review of annual DBE goal setting proposals. Provide technical assistance to vendors participating in the District’s procurements; assist vendors in understanding Federal, State, and District requirements; assist vendors to submit complete and responsive bids. Provide technical assistance to vendors seeking information on how to become certified as a DBE. Provide technical assistance to vendors seeking information on how to comply with DBE requirements in order to meet DBE goals, meet good faith efforts, and be a responsive bidder. Provide technical assistance to vendors seeking information on how to identify DBEs ready willing and able to participate on bids. Provide technical assistance to vendors seeking information on how to comply with prevailing wage requirements for bidding purposes and how to comply with existing District contracts. Other duties as assigned.

Job Demands

Physical and Mental Requirements:

• Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.


• Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.


• Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.


• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.


• Hearing/Talking: frequent hearing and talking, in person and on the phone.


• Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.


• Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:

• Procurement procedures and DBE programs.


• Presentation and communication techniques.


• Audit techniques and procedures.


• DBE certification criteria and requirements.


• DBE goal setting methodology requirements.


• Federal, State, and local codes and regulations related to procurement, contracting, and DBE.


• Federal and State laws, codes, and regulations related to prevailing wage, labor codes, apprenticeship standards, and EEO requirements.


• Federal and State public contract codes related to bidding and licensing requirements.


• Department of Transportation Local Assistance Program procedures related to DBE regulations as administered by Caltrans.


• Federal, State, and local third party contracting requirements, procurement procedures, and contract administration systems.


• Personnel management theory and techniques.


• Basic construction industry practices.


• Principles and practices of contract administration.


• Laws prohibiting discrimination and harassment.


• Training Techniques.

• Stay current on changes to codes and regulations related to department activities.


• Interpret and apply codes, regulations, and procedures to reduce exposure of the District to potential litigation related to contract disputes.


• Manage time and meet deadlines.


• Maintain camaraderie and employee morale in a challenging and sometimes stressful work environment.


• Apply complex formulas from DBE regulations to derive DBE availability statistics used in setting annual DBE goal.


• Staying current on prevailing wage codes and regulations.


• Learn District and departmental operating policies and procedures.


• Learn departmental systems and methods.


• Learn department-specific tasks and procedures.


• Speak clearly and communicate messages to appropriate individuals.


• Organize information clearly and precisely.


• Manage and supervise staff.


• Learn District specific procurement policies and procedures.

• Common word processing software.


• Common spreadsheet software.


• Common database applications.


• ERMS software concepts.


• Accounting or operations software functionality.


• Email, contract management, and scheduling software.


• Project management software.


• Presentation software.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Required Prior Experience:
Four years of increasingly responsible experience in contract administration and DBE compliance.

Required Prior Education:
A Bachelor’s Degree in Business Administration or closely related field. Six years of additional qualifying experience may substitute for the required education.