Principal Administrative Analyst

About the Role

BART's Rolling Stock & Shops Department is seeking an experienced administrative/procurement professional to provide support across procurement, contract administration, and operational coordination for RS&S. This role will contribute directly to the District's fleet maintenance operations and seven maintenance facilities.

Key Responsibilities

• 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
• Collaborate 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
• Perform 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; define project scope, goals and objectives; conduct research; develop and present recommendations; coordinate project implementation
• Establish schedules and methods for providing administrative services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly
• Participate in the development of policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make recommendations for changes and improvements to existing standards and procedures
• Recommend and assist in the implementation of goals and objectives; implement approved policies and procedures
• Participate in the preparation and administration of the department or division program budget; submit budget recommendations; monitor expenditures
• Prepare analytical and statistical reports on operations and activities
• Continuously monitor and evaluate the quality, responsiveness, efficiency and effectiveness of assigned District department or division service programs, service delivery methods and procedures; work with co-workers on the continuous improvement of District services
• Implement new systems, methods and procedures; monitor program progress in meeting goals and objectives; conduct updates with management staff to inform and advise project progress; make adjustments as necessary
• Provide staff assistance to higher level management; participate on a variety of committees; prepare and present staff reports and other correspondence as appropriate and necessary
• Coordinate assigned program activities with those of other departments, divisions and outside agencies and organizations
• Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of public administration, business administration, finance, human resources and related areas
• As required, conduct public meetings and hearings on department activities
• May participate in the selection of assigned staff; provide or coordinate 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; ensure work quality and adherence to established policies and procedures

Required Qualifications

Education: Possession of a Bachelor's degree in Public Administration, Business Administration, Accounting, Economics or a closely related field from an accredited college or university.

Experience: 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.

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

Desired Competencies

The most qualified candidates will have highly developed competencies in the following areas:

• Procurement and contract support — providing administrative and technical assistance across procurement and contract administration activities
• Development of technical documentation — preparing or coordinating scopes of work, specifications, independent cost estimates, bid schedules, requisitions, and related materials
• Contract lifecycle tracking — monitoring milestones, funding, renewals, amendments, and closeout requirements
• Troubleshooting & resolution — addressing vendor concerns, invoice discrepancies, insurance compliance, and purchase order challenges
• Technical software skills — demonstrating strong capabilities in Excel, Word, Outlook, and tracking/reporting tools
• Workload prioritization — managing multiple concurrent assignments effectively within a maintenance or operational environment

Knowledge & Skills

Knowledge of:

• Operational characteristics, services and activities of assigned program area including administrative, financial or operations functions
• Principles of supervision, training and performance evaluation
• Principles and practices of program development and implementation
• Principles and practices of budget preparation and administration
• Methods of administrative, organizational, economic and procedural analysis
• Organization objectives, procedures, policies and regulations
• Methods and techniques of statistical and financial analysis
• Principles and practices of procurement and purchasing
• Principles and practices of accounting
• Methods and techniques used to conduct a variety of analytical studies
• Principles, practices, methods and techniques of report preparation
• Principles and procedures of record keeping
• Office equipment including computers and supporting word processing and spreadsheet applications
• Related Federal, state and local laws, codes and regulations

Skill/Ability in:

• Supervising, organizing and reviewing the work of lower level staff
• Selecting, supervising, training and evaluating subordinate co-workers
• Recommending and implementing goals and objectives for providing effective services
• Reviewing and analyzing complex technical documents and proposals
• Planning and supervising research projects for assigned District department or division functions and operations
• Applying practices, theories, techniques and management methodology to assigned area
• Coordinating and administering budget process for assigned department or division
• Researching, analyzing, and evaluating programs, policies, and procedures
• Communicating clearly and concisely, both orally and in writing
• Interpreting and explaining District policies and procedures
• Preparing clear and concise reports
• Establishing and maintaining effective working relationships with those contacted in the course of work

Pay

AFSCME Pay Grade 17 — Annual Salary: $141,668.80 (Step 1) - $172,224.00 (Step 5). The negotiable salary offer will be commensurate with education and experience.