September 28, 2020
San Jose, CA
Job Type



Construction Contracts and Support Unit (Position Code 0973)

Do you have 3+ years of experience performing contract administration activities? Do you want to work for an organization that manages an integrated water resources system that includes the supply of clean, safe water, flood protection and stewardship of streams on behalf of Santa Clara County's2 million residents? Valley Water is looking for a Contract Administrator who is intimately familiar with public agency construction processes, timelines, and requirements. The Contract Administrator position administers contracts for a wide range of services in accordance with Valley Water policies and local, state, and federal regulations; prepares bid documents and facilitates bid process; serves as a liaison between Valley Water staff, legal counsel, and outside contractors to manage the business relationship of contract parties; and performs related work as required.

Key Responsibilities include, but are not limited to:

  • Perform contract administration work for a wide variety of professional and/or construction services; conduct solicitations and procurement of services; facilitate bid process; conduct pre-bid/proposal conferences and public bid/proposal openings; issue revisions, addenda, or announcements; perform bid and cost analysis; issue notices of awards and notices to proceed; participate in bid protest resolution in accordance with policies and procedures.
  • Prepare bid documents, including invitation to bid (ITB), request for qualifications (RFQs), and request for proposals (RFPs); review scope of work and specifications to identify discrepancies; recommend corrective action to resolve discrepancies.
  • Serve as liaison between client departments and coordinate with Valley Water staff, risk management, legal counsel, and outside contractors to manage the business relationship of contract parties for contracts as assigned; participate in the fulfillment of contract requirements in accordance with Valley Water policies and local, state, and federal regulations; provide consistency in contracts and contractual relationships.
  • Review specifications, contracts, change orders, extensions, stop notices, claims, invoices, and closeout agreements to ensure that all contractual obligations have been met and to make recommendations for approval by assigned supervisor and/or manager.
  • Assist in the implementation of contract negotiation strategies and negotiations.
  • Prepare and modify contract documents based on contract requirements and special conditions; advise departments of contractual rights and obligations under approved terms and conditions; participate in resolving disputes between parties.
  • Maintain documents related to the procurement and administration of contracts.
  • Prepare various periodic and special reports.
  • Attend and participate in professional group meetings; stay abreast of new regulations and requirements, best practices, and case law in the field of procurement and contracts administration and recommend changes to Valley Water policies and procedures as appropriate.
  • Ensure contract administration activities are performed in accordance with federal, state, and local regulations, Valley Water policies and procedures, and best practices.
  • Employees have a responsibility for safety; for following safety regulations and safety policies and procedures applicable to their work; and for carrying out those responsibilities with due diligence as a condition of employment.
  • Perform related duties and responsibilities as required.

Ideal Candidate's Background Includes:
Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria listed below.

Ideal Experience:

  • Three (3) or more years of increasingly responsible experience performing contract administration activities.
  • Performing professional and construction procurement and contract administration work.
  • Reviewing, and recommending for approval, specifications, contracts, change orders, extensions, stop notices, claims, invoices, and closeout agreements.
  • Facilitating bid process including preparation of ITBs, RFQs, and RFPs, and conducting pre-bid conferences and public bid openings.
  • Interpreting, applying, explaining, and ensuring compliance with applicable federal, state, and local policies, procedures, laws, and regulations, technical written material, and organization policies and procedures.

Ideal Skills and Abilities:

  • Learn and apply principles, methods, and techniques of conducting contract negotiations.
  • Learn and apply basic theories, principles, and practices of design management, construction management, quality assurance/quality control, and construction inspection.
  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
  • Analyze situations, identify problems, and recommend solutions.
  • Make sound, independent decisions within established policy and procedural guidelines.
  • Maintain accurate and clear records and prepare clear and concise reports.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
  • Perform accurate mathematical and statistical calculations.
  • Understand and follow oral and written instructions.
  • Operate modern office equipment including computer equipment and software programs.
  • Effectively communicate in person, over the telephone, and in writing.
  • Use tact, initiative, independent judgment, and prudence within general policy, procedural, and legal guidelines.

Ideal Knowledge:

  • Procurement and contracting principles, including ITB, RFQ, and RFP preparation, bidding requirements, bid analysis, cost analysis, change order processing, stop notice processing, and claims processing.
  • Public contracting authority and responsibility.
  • Theories, principles, and practices of claim avoidance and claim resolution.
  • Cost estimating practices.
  • Record-keeping principles and practices.
  • Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
  • Office practices, methods, and computer equipment and applications related to the work.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Principles and techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Valley Water staff.

Ideal Training and Education:
Equivalent to graduation from an accredited four-year college or university with a degree in business or public administration, engineering, construction management, or a related field.

Directly related experience may be substituted for the college requirement on the basis of one and one-half years of experience for one year of education to a maximum of four years.

Required License or Certificate

Possession of, or ability to obtain, an appropriate, valid California driver's license. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.

To review the Classification Specification, please click here

Selection Process

(1) The selection process may include one or more of the following:application review, application assessment, performance exercise, written exercise and/or interview.
(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above.Resumes are highly recommended.

NOTE:Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary.
Consideration may be given to existing applicant pools within the same classification.

Valley Water's Equal Opportunity Non-Discrimination Policy is available for review upon request.

Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities.Please advise the Office of Talent and Inclusion in advance of any special needs by calling 1-408-630-2260.

Please be aware that once submitted all application materials become the property of Valley Water and will not be returned.The Office of Talent and Inclusion staff are not authorized to make copies of application materials for applicants.
Closing Date/Time: 9/30/2020 11:59 PM Pacific

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