Administrative Contract Analyst
Job Description and Duties
Under the general direction of the Chief, Contract Management Support Branch, a Staff Services Manager I (SSM I), the incumbent is a staff specialist responsible for allocating and monitoring Division of Engineering Services (DES) resources as they relate to contracts to ensure that DES stays within resources allocated and for reviewing invoices and resolving issues related to invoices for assigned contracts.
Assist with the processing and development of procurements, contracts and engineering scopes of services; review and process A&E, IT, Non-IT Service contract requests (ADM360) packages.
Under the guidance of the Branch Manager, the analyst is responsible for the development of procedures and guidelines for the Branch. Assists in contract tracking database to ensure accuracy.
Eligibility for hire may be determined by your score on the Associate Governmental Program Analyst exam. For those who do not have current eligibility (e.g., transfer, permissive reinstatement, or voluntary demotions) and/or who will be new to state civil services employment, you must be on the state examination list to be eligible for these positions. To apply for the exam, please click here.
This position may be eligible for telework. The amount of telework is at the discretion of the Department and based on Caltrans’s evolving telework policy. Caltrans supports telework, recognizing that in-person attendance may be required based on operational needs. Employees are expected to be able to report to their worksites with minimum notification if an urgent need arises. The selected candidate will be required to commute to the headquartered location as needed to meet operational needs. Business travel may be required, and reimbursement considers an employee’s designated headquarters location, primary residence, and may be subject to CalHR regulations or applicable bargaining unit contract provisions. All commute expenses to the headquarters will be the responsibility of the selected candidate.
Please take this 1‑minute Caltrans Recruitment survey to tell us how you found out about this job.
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You will find additional information about the job in the Duty Statement.
Minimum Requirements
You will find the Minimum Requirements in the Class Specification.
Special Requirements
- Resume and cover letter are required, but DO NOT take the place of the SOQ.
- The Statement of Qualifications (SOQ) serves as documentation of each applicant’s ability to present information clearly and concisely in writing. Please follow the instructions below; failure to include and complete the SOQ as instructed may result in the SOQ not being considered and in disqualification from the interview. Each question must be numbered and addressed in the same order as the questions below. The SOQ must be typed, no more than two pages in length, and 12‑point Arial font.
- Describe your experience analyzing and processing contracts and reviewing financial documents such as invoices or payment records. Include how you ensured compliance with contract terms, identified discrepancies, and used accounting systems or tools in the process.
- Provide examples of how you have used Microsoft Excel (e.g., pivot tables, VLOOKUP, macros), financial database, accounting system or other accounting software to analyze data or create complex reports. What was the purpose?
- Describe a time when you created or edited a procedure manual, policy memo, or guidance document. Who was the intended audience, and how did you ensure the information was clear, complete, and professionally written?
- Describe your experience with the State Contract Manual (SCM).
Possession of Minimum Qualifications will be verified prior to interview and/or appointment. Applicants must include unofficial transcripts/diploma for verification. For foreign transcripts, provide a U.S. equivalency report. Evaluation agencies: https://www.naces.org/members or https://aice-eval.org. Please redact birthdates and social security numbers.
Application Instructions
Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.
Who May Apply
Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list or LEAP eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply. Individuals who are eligible for a Training and Development assignment may also be considered for this position(s). Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process.
How To Apply
Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:
Address for Mailing Application Packages
Department of Transportation
Attn: Caltrans DHR Contact
Certification Services MS-90
P O Box 168036
Sacramento, CA 95816-8036
Address for Drop-Off Application Packages
Department of Transportation
Drop-Off Address
Caltrans DHR Contact
Classification and Hiring Unit - ECOS
1727 30th Street, MS 90
Sacramento, CA 95816
Closed on weekends and State Holidays.
Required Application Package Documents
- Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov.
- Resume is required and must be included.
- Statement of Qualifications – Statement of Qualifications (SOQ) is required. Please see the Special Requirements section for SOQ instructions.
- Cover Letter Required
Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.
Desirable Qualifications
Detail oriented and highly organized professional with strong expertise in developing and documenting standard operating procedures (SOPs) and optimizing workflow processes. Skilled in contract processing, including reviewing contract terms, ensuring compliance, and coordinating end‑to‑end documentation and approvals. Adept at translating complex information into clear, concise, and user‑friendly materials that support operational efficiency. Known for accuracy, strong analytical skills, and the ability to collaborate effectively with cross‑functional teams.
Benefits
Click HERE to view the Benefits Summary for Civil Service Employees in the State of California.
Contact Information
Human Resources Contact: Shirley Panugaling, (279) 599‑8482, shirley.panugaling@dot.ca.gov
Hiring Unit Contact: Ramona Buehrle, (916) 799‑9751, gabriela.buehrle@dot.ca.gov
EEO Contact: Caltrans EEO Office, (844) 368‑3367, Ask.eeo@dot.ca.gov
California Relay Service: 1‑800‑735‑2929 (TTY), 1‑800‑735‑2922 (Voice)
Important Application Instructions
The State application (STD. 678) is required, and each section must be filled out completely and thoroughly. For mailed or hand delivered applications to be considered for this position, the Job Control number (JC-501255), PARF# 59‑6‑334 and title of the position (Associate Governmental Program Analyst) must be included on the STD. 678 form.
Electronic applications through your CalCareers account are highly recommended and encouraged.
Candidates that meet the minimum qualifications based on possession of EDUCATION, LICENSE, OR CERTIFICATE must include a copy of your DEGREE/TRANSCRIPTS, LICENSE, or CERTIFICATE, along with your State application (STD. 678), to be considered for this position.
NOTE: Do not submit the “Equal Employment Opportunity” questionnaire (page 5) with your completed State application (STD. 678). This page is for examination use only. Do not include any confidential information on any documents you submit for this job vacancy, such as your Social Security Number, birth date, driver’s license number, examination results, LEAP status, marital status, or age.
Equal Opportunity Employer
The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug‑free workplace. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.
