Principal Administrative Analyst

Pay Rate

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

Reports To

Rolling Stock Acquisition Administrator 

Current Assignment 

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. 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.

The most qualified candidates for this position will have highly developed competencies in the following areas, which will be reinforced with related work experience and will be clearly articulated during the selection process:

• 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.

Application and Selection Process

This position is represented by American Federation of State, County, and Municipal Employees (AFSCME). All applicants must apply online atwww.bart.gov/jobs. Applications must be completed in full and include all requested information, including dates of employment, positions held, hours worked, and a detailed description of duties performed.

Applicants may attach a resume to provide supplemental information; however, the resume does not substitute for completing the application form in its entirety. Only information included in the application at the time of submission will be used to determine whether applicants meet the minimum qualifications for the position. All application materials must be submitted by the closing date and time listed on the job announcement. Applications received after the closing deadline will not be considered.

Applicants who require assistance with the online application process may contact theTalent Acquisition Division at (510) 464-6112 or [email protected].

The selection process for this position may include one or more of the following: a skills or performance demonstration, written examination, and/or panel or individual interview.

All applications will be reviewed by the Talent Acquisition Division to determine whether applicants meet the established Minimum Qualifications (MQs). Applicants who meet the MQs may be referred to the hiring department for further evaluation as part of the selection process.

The selected candidate must demonstrate a work history reflecting reliability and dependability and may be required to provide copies of certificates, diplomas, or other documentation required by law, including proof of authorization to work in the United States.

Pre-employment processing will include a background check. This requirement does not apply to current full-time District employees unless the position requires additional evaluations or clearances.

1. 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.
   
   
2. Establishes schedules and methods for providing administrative services; identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly. 
   
   
3. 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.
   
   
4. Recommends and assists in the implementation of goals and objectives; implements approved policies and procedures. 
   
   
5. Participates in the preparation and administration of the department or division program budget; submits budget recommendations; monitors expenditures. 
   
   
6. Prepares analytical and statistical reports on operations and activities.
   
   
7. 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. 
   
   
8. 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. 
   
   
9. 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. 
   
   
10. Coordinates assigned program activities with those of other departments, divisions and outside agencies and organizations. 
    
    
11. 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. 
    
    
12. As required, conducts public meetings and hearings on department activities.
    
    
13. May participate in the selection of assigned staff; provides or coordinates staff training; may work with employees to correct deficiencies; may implement discipline procedures. 
    
    
14. 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.
    
    

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.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