Administrator - Construction Contract

Job Title

Under general supervision, responsible for developing processes and procedures to ensure professional, effective and timely administration of planning, design, construction, maintenance / repairs, and professional services contracts for capital improvement, replacement and maintenance projects; supports the County's procurement process by developing and recommending changes to proposal and bid documents and creating scope(s) of work for various projects; responsible for management of select planning, design and construction projects. Performs related work as required.

Essential Job Functions :

• Works with the Construction Department, Facilities Department and County Procurement to assemble Requests for Proposals (RFP's), Invitations for Bid (IFB's), Requests for Quotes (RFQ's), etc. for professional planning, design, maintenance, Furniture, Fixtures and Equipment and construction-related services.
• Coordinates with CCPS Departments, County Procurement, Risk Management and County Attorney's Office to ensure compliance with procurement law and County policies for various types of facility and construction-related items.
• Assists with the evaluation of bids, proposals and quotes for compliance with scopes, specifications and terms. Makes recommendations for award and ensures that contracts are timely and properly reviewed, awarded and executed in an open and transparent manner.
• Assists with monitoring and managing consultants and vendors' compliance with contract specifics. Reports findings to the Director of Construction.
• Assists with monitoring and managing Construction and Facilities Departments compliance with contract specifics. This specifically applies to the construction documentation process, change order process, project and contract close-out processes, warranty tracking and dispute resolution. Reports findings to the Director of Construction.
• Reviews and provides timely comments on the substance, accuracy and legal compliance of Purchase Order, Change Order, and related document requests.
• Advises the Director of Construction and the Director of Facilities on assertions of any party regarding District's actions or inactions related to contracts, and provides information and recommendations to appropriately respond to any such assertions.
• Work with Construction Project Managers to ensure that projects advance in accordance with approved schedule(s), that invoices are submitted and processed appropriately, and assists with the Project Manager's timely and effective contract-closing activities as needed.
• Support the Construction Project Manager's timely review of project deliverables for compliance with scope, terms and specifications.
• Assist Project Managers with the inventory of capital assets that are procured for each project and work with the County Accounting Department to develop and maintain accurate records.
• Attends and leads meetings as required.
• Maintains detailed, organized and accessible paper and electronic files.
• Performs other duties as assigned.

Budgetary Responsibility : Assists the Director in ensuring that all projects remain within budget.

Report Preparation : Develops presentations, analyses and reports at the request of the Director.

Equipment Operation : Computer and general office equipment.

Contacts : Architects; Engineers; Contractors; other vendors; District and school personnel; CCPS Budget Department; and County Procurement, County Risk Management, County Accounting, and County Attorney.

Work Direction / Supervision : Provides work direction to individuals assigned to projects, or as assigned by Director.

Decision Making : High-level of independent decision making required. Director's approval required as deemed necessary.

Formal Policy-Setting Responsibilities : Advises and assists the Director in establishing protocols and procedures.

Physical Demands : Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to use a telephone, to enter data into a computer terminal; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal indoor levels, outdoors and on the telephone; speak in audible tones so that others may understand clearly; physical agility to bend, stoop, sit on the floor, climb stairs, walk and reach overhead.

Work Environment : While performing the duties of this position, the employee regularly works in an office environment. The noise level in the work environment is quiet. Other duties of this position require working outdoors in various weather and lighting conditions.

Qualifications

Considerable knowledge of the laws, practices and applicable procedures used in governmental contract management and procurement for public K-12 schools; considerable knowledge of the principles and methods of accounting; experience in construction management; ability to deal effectively and courteously with vendors and employees; ability to provide training. The position also requires the ability to communicate effectively orally and in writing and to develop and maintain effective and collaborative working relationships with internal and external clients and vendors. Skill related to negotiating, analyzing and evaluating complex issues, making sound judgments, proposing viable solutions and courses of action, establishing priorities and writing and interpreting contractual agreements are also required. Candidates must possess the ability to operate a computer / laptop and related software (Microsoft Word, Excel, Power Point, Access and Project, Adobe applications), cloud-based platforms (ie. Google Drive and Microsoft Teams), and familiarity with other project-related production and design platforms.

Requirements

Bachelor's degree in business, facilities management, construction management, architecture, engineering technology or a related field preferred. Five years of related work experience in government contract administration, Certified Professional Contracts Manager (CPCM), Certified Construction Contract Administrator (CCCA), Virginia Construction Contracting Officer (VCCO) or other applicable certification in Contract Administration is preferred. Job-related experience that provides the candidate the necessary knowledge, skill, and abilities to be able to perform the functions of the position proficiently, will be considered in lieu of the degree. Valid VA Driver's License. May requires off-hour on-call availability. The candidate must submit to a personal credit check and have no judgements or other negative credit report.

Applicants considered for employment must successfully complete the following background investigations / tests :

Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.