Under general supervision, provides administrative support to county departments by preparing, executing and monitoring contracts, prepares requests for proposal and formal solicitations in accordance with county policies and state regulations.
Prior supervisory experience is highly desirable.
Essential Job Functions:
Essential Job Functions : Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.
· Coordinates and administers; plans, develops, negotiates and authorizes the terms and conditions of contracts and grants for the department; processes contracts and grants through required approval process to include Auditor, Counsel, Administration and Board of Supervisors; provides technical assistance to Public Health staff concerning contract development.
· Performs and processes contractor payments; coordinates the billing of various grants with state and private organizations; review and approves expenses; examines expenses against grant budget; requests grant budget amendments as necessary; approves payments made to contractors; oversees critiques and compares claims against contracts to assure amount requested does not exceed the actual amount specified in contract.
· Prepares agenda items for Board of Supervisors meetings; composes Summary of Request and Action Request and provides appropriate supporting documentation; adheres to deadlines set by the Administration Department; creates and maintains a database for agenda items from the Public Health Department.
· Participates in the development, review and administration of departmental and grant budgets; provides personnel cost estimates upon request; completes building spreadsheets in conjunction with the Department budget; request transfer of funds for costs incurred by department.
· Coordinates mental health and alcohol and drug contract development between vendors and suppliers, County, state department and local government agencies; analyzes fiscal budget and develops recommendations according to rules and regulations.
· Conducts and coordinates studies and analyzes the maintenance and review of internal administrative operations such as organization planning, administrative policy and space utilization, including leases, development of policies and procedures for the department and for budgeting for infill and lease requirements.
· Receives, reviews and approves claims associated with payment of contracts, MOUs, requisitions, Field Purchase Orders and checks to representative payees.
· Operates and maintains contracts database, including review, reconciliation and transfer of funding for contracts to correspond with auditor accounting system.
· Consults and confers with department officials, professionals and the public regarding the development of mental health, alcohol and drug contracts, payments, budget matters and program objectives; drafts recommendations, produces reports and distributes to required offices.
· Coordinates contract arrangements between the county and local government agencies.
· Performs a combination of correspondence related functions; prepares, updates and maintains reports, records and related documents; responds to inquiries.
· Performs other related duties as assigned.
· Associate’s degree in Public Administration, Business Administration or related field.
· Three (3) years experience in budget development, contracting, leasing and negotiations. A Bachelor’s degree may substitute for one (1) year of experience.
· A valid State of California driver’s license may be required.
Environmental Factors and Conditions/Physical Requirements:
· Work is performed in an office environment.
· May be required to lift and carry items weighing up to 50 pounds.
· May be exposed to potential physical harm, hazardous chemicals and infectious diseases.