Maintenance Contract Analyst

Title: Maintenance 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.jobs.virginia.gov/home

Recruitment Type: General Public - G

Job Duties

What drives you?  Whether it's knowing the work you do makes a difference, having great work/life balance, working on exciting and challenging projects, leading innovation and championing change or simply working with a great group of people who are committed to your professional development...At the Virginia Department of Transportation, we have something for YOU!   

The Virginia Department of Transportation’s (VDOT) is excited to offer and announce a competitive opportunity to serve as a Maintenance Contract Analyst in the Central Office’s Maintenance Division.

Maintenance Contract Analyst will perform contract administration functions which include researching, developing, monitoring and evaluating performance of VDOT maintenance contracts. Duties and responsibilities will include but are not limited to:

Contract Administration: Develop, plan and prepare contract specifications. Meet with contract industry and stakeholders in addressing contract language and improvements of specifications and performance. Develop contract language, making recommendations for best practices. Oversee contracts for the procurement of goods and services related to maintenance program. Assist in the preparation of bid packages and partner with internal and external customers throughout the bid process. Develop and maintain database for tracking contracts. Ensure funding is available and verify contracts conform to specifications and related policies and practices to include the VA Procurement Act. Ensure contract meet requirements for federal funding and SWAM. Assist in the development of programs and processes to improve the quality, efficiency and timely delivery of contracts.

Contract Management: Implement and develop the contract program. Ensure existing and developed contracts meet objectives to include the safety and efficiency of operations. Plan, coordinate and prioritize contracts to accomplish work and meet timeframes, cost limits and customer expectations. Develop performance metrics. Ensure adherence to contract specifications, timeframes, budget availability, completion of work orders, utilization of resources and efficiency of operations. Review, prepare and approve contracts and contract work plans to include coordinating with others. Provide technical support in the utilization and management of the contract. Develop and implement internal procedures to ensure compliance with legal requirements, standards, specifications, policies, acceptable practices and regulations.

Contract Analysis and Budgeting: Implement reporting systems to verify timeframes of existing contracts. Forecast business contract needs. Ensure funding is available for contract development and use and spending levels conform to the completion of work. Track expenditures comparing to budget. Analyze variances, update forecasts and recommend corrective actions. Utilize life cycle costs benefit analysis to verify or determine the proper contract mechanism is in place and properly administered. May assist in the development of the budget. Provide guidance and direction resolving processing issues that impact budget performance. Coordinate budget process to include routine updates of expenditures, maintenance initiatives, activities and projects. Ensure contracts are compliant with all State, FHWA and FEMA funding prior to advertisement and subsequent award.

Quality Control and Compliance: Establish and communicate program performance expectations. Collect, analyze data and develop reports related to the program to ensure quality control measures are in effect and program policies and procedures are being followed. Oversee and, or conduct quality audits consistent with program policies and procedures to ensure contractors and state forces are in compliance with applicable policies.

Policy Development and Implementation: Update and develop policies and procedures related to the specific program and applicable contracts to include quality control matters. May assist with revisions to Agency Risk Management and Internal Control Standards documentation relative to statewide program and dissemination of information as needed. Interact with program stakeholders and customers to determine program effectiveness. Recommend and implement enhancements.

Performance Monitoring: Develop methodology for use in the analyses of contractor performance. Develop tools for use in monitoring contractor performance. Develop project plans to include tasks, deadlines and milestone completion dates. Develop and implement a Maintenance Rating Program (MRP). Track, monitor and recommend quality improvements to management on contractor performance. Oversee the development and issuance of project reports to include findings of best practices.

Scheduling and Training: Develop and implement project plans and schedules for monitoring compliance with contracts. Develop and update administrative guidelines, materials and conduct training. Serve as a point of contact for related contract disputes and claims. Conduct regular meetings with contract administrators to discuss project issues and present concerns that may have statewide implications. Prepare reports related to compliance, project schedules and guidelines as described in the project plan.

Minimum Qualifications

• Experience applying procurement policies, practices and regulations.
  
• Skill in the use of computers and financial software applications.
  
• Experience conducting independent research, interpreting, implementing and monitoring policies, programs that assist in the delivery and continuous improvement of the maintenance program.
  
• Experience reflecting knowledge of maintenance operations and practices.
  
• Ability to conduct analysis including use of statistical principles on complex issues and develop analytical reports for a wide range of audiences.
  
• Ability to communicate effectively orally and in writing with customers and work in a team environment.
  
• Knowledge of Virginia's Public Procurement Act, Virginia Public Private Transportation Act and federal and state Permits related to highway construction and maintenance activities.
  
• Ability to work on and complete multiple assignments to meet established timelines within budget constraints.
  
• Experience in contract development and monitoring, as well as project administration practices and methodology.

Additional Considerations

• Knowledge of VDOT's contracting practices.
  
• Knowledge of maintenance assets related to programmatic area (i.e. signs, pavement markings, guardrail traffic assets.
  
• Experience in budgeting.
  
• Experience using MS Office, Cardinal, Transport and Site Manager.
  
• A combination of training, experience, or education in Business Administration, Public Administration, Engineering or related field desired.
  
• Experience in contract administration and project development. Progressive experience in the development, administration and implementation of research initiatives. Experience with traffic related program assets.

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.

This position requires a fingerprint based Criminal History Background Check, DMV Record Check and Work History Verification with references.

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.

VDOT is an emergency operation agency. Positions physically working within Central Office locations may be designated upon request with coordination among the respective District Engineer or Administrator and Chief. Assignments are updated annually. Not all designated employees are provided with an emergency operations assignment.

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.