Principal Administrative Analyst

BART•BART Headquarters, CA

3d•Onsite

About The Position

BART is seeking an experienced administrative/procurement professional to provide support across procurement, contract administration, and operational coordination for the Rolling Stock & Shops (RS&S) Department. This role will contribute directly to the District’s fleet maintenance operations and seven maintenance facilities. The selected incumbent will oversee a substantial volume of procurement and contract activities, including the development of contracting plans, preparation of solicitations, processing of requisitions, purchase order monitoring, execution of amendments and renewals, resolution of invoice issues, vendor communication, and preparation of documentation required for EDD/Board submissions and other formal approvals. The Principal Administrative Analyst requires effective collaboration with Procurement, Legal, Office of Civil Rights, Finance, Budget, Accounts Payable, Risk Management, technical teams, and external vendors to advance procurement activities, maintain accurate documentation, track deadlines, resolve issues, and support time-sensitive operational needs within the maintenance shops.

Requirements

Possession of a Bachelor’s degree in Public Administration, Business Administration, Accounting, Economics or a closely related field from an accredited college or university.
Four (4) years of (full-time equivalent) verifiable administrative, analytical and/or budgetary experience which must have included at least one (1) year of administrative and/or lead supervisory experience.
Highly developed competencies in Procurement and contract support — providing administrative and technical assistance across procurement and contract administration activities.
Highly developed competencies in Development of technical documentation — preparing or coordinating scopes of work, specifications, independent cost estimates, bid schedules, requisitions, and related materials.
Highly developed competencies in Contract lifecycle tracking — monitoring milestones, funding, renewals, amendments, and closeout requirements.
Highly developed competencies in Troubleshooting & resolution — addressing vendor concerns, invoice discrepancies, insurance compliance, and purchase order challenges.
Highly developed competencies in Technical software skills — demonstrating strong capabilities in Excel, Word, Outlook, and tracking/reporting tools.
Highly developed competencies in Workload prioritization — managing multiple concurrent assignments effectively within a maintenance or operational environment.
Knowledge of operational characteristics, services and activities of assigned program area including administrative, financial or operations functions
Knowledge of principles of supervision, training and performance evaluation
Knowledge of principles and practices of program development and implementation
Knowledge of principles and practices of budget preparation and administration
Knowledge of methods of administrative, organizational, economic and procedural analysis
Knowledge of organization objectives, procedures, policies and regulations
Knowledge of methods and techniques of statistical and financial analysis
Knowledge of principles and practices of procurement and purchasing
Knowledge of principles and practices of accounting
Knowledge of methods and techniques used to conduct a variety of analytical studies
Knowledge of principles, practices, methods and techniques of report preparation
Knowledge of principles and procedures of record keeping
Knowledge of office equipment including computers and supporting word processing and spreadsheet applications
Knowledge of related Federal, state and local laws, codes and regulations.
Skill/Ability in supervising, organizing and reviewing the work of lower level staff
Skill/Ability in selecting, supervising, training and evaluating subordinate co-workers
Skill/Ability in recommending and implementing goals and objectives for providing effective services
Skill/Ability in reviewing and analyzing complex technical documents and proposals
Skill/Ability in planning and supervising research projects for assigned District department or division functions and operations
Skill/Ability in applying practices, theories, techniques and management methodology to assigned area
Skill/Ability in coordinating and administering budget process for assigned department or division
Skill/Ability in researching, analyzing, and evaluating programs, policies, and procedures
Skill/Ability in communicating clearly and concisely, both orally and in writing
Skill/Ability in interpreting and explaining District policies and procedures
Skill/Ability in preparing clear and concise reports
Skill/Ability in establishing and maintaining effective working relationships with those contacted in the course of work

Nice To Haves

Additional professional administrative, analytical and/or budgetary experience, as outlined above, may be substituted for the education on a year-for-year basis.

Responsibilities

Performs the most technical and complex tasks of the work unit including special projects which have a major impact on departmental efficiency, economy, operations and activities; defines project scope, goals and objectives; conducts research; develops and presents recommendations; coordinates project implementation.
Establishes schedules and methods for providing administrative services; identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly.
Participates in the development of policies and procedures; monitors work activities to ensure compliance with established policies and procedures; makes recommendations for changes and improvements to existing standards and procedures.
Recommends and assists in the implementation of goals and objectives; implements approved policies and procedures.
Participates in the preparation and administration of the department or division program budget; submits budget recommendations; monitors expenditures.
Prepares analytical and statistical reports on operations and activities.
Continuously monitors and evaluates the quality, responsiveness, efficiency and effectiveness of assigned District department or division service programs, service delivery methods and procedures; works with co-workers on the continuous improvement of District services.
Implements new systems, methods and procedures; monitors program progress in meeting goals and objectives; conducts updates with management staff to inform and advise project progress; makes adjustments as necessary.
Provides staff assistance to higher level management; participates on a variety of committees; prepares and presents staff reports and other correspondence as appropriate and necessary.
Coordinates assigned program activities with those of other departments, divisions and outside agencies and organizations.
Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of public administration, business administration, finance, human resources and related areas.
As required, conducts public meetings and hearings on department activities.
May participate in the selection of assigned staff; provides or coordinates staff training; may work with employees to correct deficiencies; may implement discipline procedures.
May plan, prioritize, assign, supervise, review and participate in the work of staff responsible for administrative, financial or operational program activities within an assigned division or department; ensures work quality and adherence to established policies and procedures.