07839 - Contract Administrative Specialist Construction

Resolve contract administration problems. Maintain contractor payments, projects and contract databases in current automated systems. Analyze, correct and recommend approval of contractor payments, sublets, and related documents.

How you will contribute:

Computer Program Applications: Work with field staff as a troubleshooter to ensure proper functioning of the systems by interacting with inspectors and Central Office staff to correct errors in the program interface to produce accurate estimate vouchers. Research and disseminate information regarding contractor documentation and issues relating to corrective measures for the proper operation of the system from all field personnel, residencies, Central Office and contractors.

Contract Payment Vouchers: Review, process and correct vouchers, progress reports and supporting documentation. Verify accuracy and completeness of electronically submitted data, quantities, item codes, unit prices, estimates, sublets, progress reports and other forms. Resolve discrepancies and problems and generate electronic approval authorization for payment. Work directly with VDOT staff and contractors regarding documentation and issues related to the payment of contracts.

Contractor Payment Vouchers: Work directly with inspectors, contractors, construction managers and ACEs regarding contractor documentation and issues related to the payment of contractors.

Documentation and Information: Clarify, inspect and recommend approval and distribution of all documentation needed to process contractor's monthly estimate, work orders, subletting requests, letters, etc. Assure subcontractor's current pre-qualification, verification of activity codes and coding contractor items; make recommendations as to adequacy of information. Research project files, databases and other informational resources to provide accurate information regarding current price indexes, status of work orders and subletting requests, item codes and correct charges. Analyze and recommend approval of sublet requests. Scan documents into the system for others to obtain. Answer inquiries for residencies, district, contractors and general public. Distribute or supervise the distribution of certified contracts, bid advertisements, revisions and various reporting forms by receiving, copying, addressing and mailing to appropriate persons and sections.

Documentation and Information: Clarify, inspect and recommend approval and distribution of all documentation needed to process payment for assigned contracts. Make recommendations as to adequacy of information. Research project files, databases and other informational resources to provide accurate information regarding pricing, status of work orders, item codes and correct charges. Analyze and recommend approval for changes to contracts or sublet requests. Load documents into the appropriate system for others to obtain. Answer inquiries from VDOT staff, contractors or the general public.

Estimate Development and Final Audit: Receive initial estimate download and initialize with correct project information. Verify downloaded estimate for correctness. Construct and add work order and force account items into estimate. Maintain project documentation. Review project records to assure all information needed for audit has been submitted and prepare books for audit. Track audit time. Prepare final estimates and assure all adjustments are correct. Schedule final meetings with contractors and attend meetings. Ensure finals package contains all necessary documentation and maintain tracking worksheet on status of all projects.

File Management: Maintain district project files for construction and maintenance projects and file documents. Keep accurate records concerning Off Site Storage including maintaining a database, transferring files from main file room to boxes, processing paperwork to transfer to storage and coordinating and sending all records to storage. Serve as a liaison to the residencies and district sections based on record retention guidelines and procedures.

File Management: Maintain project files and file documents. Ensure records are kept in accordance with records retention policy and practices for transfer and storage. Serve as a liaison to others regarding record retention guidelines and procedures.

Procurement and Payment: Maintain and track all purchases and supplies for assigned section and pay monthly credit card bill. Enter timesheets, leave requests and travel reimbursements; research contract payments; process payment vouchers; and charge and run reports for contract office.

What will make you successful:

Ability to communicate effectively orally and in writing with internal and external customers.

Ability to interpret and apply policies and procedures related to contract administration.

Ability to provide guidance, direction and technical assistance.

Considerable knowledge of engineering guidelines, federal, state and VDOT policies and regulations, and Road and Bridge specifications and standards related to transportation and construction.

Skill in the use of computers and software applications to include MS Office and automated financial and construction management programs.

Strong ability to perform mathematical, technical, and statistical calculations and understand payment processes and contractual language.

Minimum Qualifications:

Ability to communicate effectively orally and in writing with customers.

Ability to provide guidance, direction and technical assistance.

Experience applying engineering guidelines, federal and state policies and regulations and Road and Bridge Specifications and Standards related to transportation and construction.

Experience interpreting, applying policies and procedures related to contract administration.

Experience performing mathematical, technical, statistical calculations and reflecting understanding of payment processes and contractual language.

Skill in the use of computers and software applications to include MS Office and automated financial and construction management programs.

Additional Considerations:

A combination of training, experience, or education in Business Administration, Business Management or related field desired.

Experience in contract administration, construction processes and procedures and project finals.

Experience in managing projects.

Experience using Site Manager.

Experience using computers.

Knowledge of VDOT policies and regulations related to transportation and construction.

Click below to learn more about the Competency Model associated with this Position:
Competency Model

Physical Requirements
Physical Requirements

VDOT employees must abide by VDOTs Code of Ethics and the Commonwealths Standards of Conduct.
VDOT Code of Ethics
Standards of Conduct
Physical Requirements
Physical Requirements