LA2050
First 5 LA

Contract Compliance Manager

Employment type
Full Time
Posted
8 days ago
Location
Los Angeles
Description

Reports to: Director of Contract Administration and Purchasing

FLSA Status: Exempt

Salary Grade: 17

Divison: Administration

Department: Contract Administration and Purchasing

JOB SUMMARY

Under the direction of the Director of Contract Administration & Purchasing, the Manager, Contract Compliance manages the Contract Compliance Officers, the administration of procurement and contracts and related processes.  The Manager, Contract Compliance supports direct reports with complex contract negotiations and solicitations. S/he provides training and guidance to direct reports and staff to ensure an understanding of contracting policies and processes.  S/he also partners with the Manager, Contract Operations & Purchasing to support and refine policies and processes and provides recommendations on other administrative and operational activities.

ESSENTIAL DUTIES & RESPONSIBILITIES

The Manager, Contract Compliance should visibly demonstrate the adopted organizational values of collaboration, integrity, respect, accountability, purpose, shared leadership and learning in the execution of their key areas of responsibility:

Key Areas of Responsibility:

  • Procurement
  • Contracts administration
  • Compliance
  • Risk management
  • Staff supervision and talent development

 

Essential Duties:

  • Provides contracts management support and guidance to department staff and the organization
  • Manages complex and high risk contracts and grants as assigned by the Department Director
  • Builds successful relationships and establishes collaborative efforts at all levels of the organization and externally with grantees, contractors and other stakeholders
  • Identifies areas of vulnerability and gaps in procurement and contracting and related processes, policies, and protocols
  • Reviews solicitations and other funding opportunities prior to release
  • Develops and provides training across all departments on contracts/grants management and procurement to ensure compliance
  • Assists in identification, development and implementation of new contract policies and processes
  • Drafts moderate to complex, non-routine contractual instruments and provisions in collaboration with legal when needed
  • Produces reports and analysis of contractors as requested by Executives, auditors, Commissioners, and other internal departments
  • Assists and coordinates annual compliance audits and other public audits and inquires ensuring compliance of the organization’s contracting, procurement, and relevant policies and procedures
  • Facilitates department and inter-departmental coordination and information sharing on relevant issues
  • Assists the Department Director with the development and on-going reporting of department goals and activities, including assessments and assignments of team resources as needed
  • Prepares reports and materials to be presented to the board and/or committees
  • Assists in the oversight of technical experts and/or consultants working on projects for the department
  • Provides guidance, training and support of direct reports on procurement and contracting and related processes.
  • Ensures records of insurance for grantees and contractors are current and ensures compliance to First 5 LA’s requirements.
  • Conducts noncompliance training and develops a system of documenting and tracking noncompliance of contractors and grantees
  • Supports staff in contract management to reach successful outcomes of their projects
  • Maintains open and frequent communication with First 5 LA staff members and contractors to ensure awareness of procurement and contract requirements
  • Works across departments/divisions to understand the business needs of the staff and their projects
  • Facilitates department and inter-departmental coordination and information sharing on relevant issues
  • Contributes to creating and strengthening internal processes and refining protocols and policies
  • Researches and recommends business solutions for relevant concerns and issues
  • Responds to inquiries by staff and contractors as needed
  • Participates and/or assists in special projects, workgroups, and committees and performs associated responsibilities as assigned
  • Supports the organization’s commitment to diversity and inclusion, and values a diversity of perspectives
  • Adheres to policies and procedures to ensure alignment with State regulations, local ordinances and First 5 LA directives
  • Keeps apprised of all laws, regulations, statutes, rules and policies affecting First 5 LA and Proposition 10
  • Supervises contractors and consultants, as needed
  • Collaborates both internally and with external stakeholders to capture, synthesize and share learning and knowledge outcomes from the ongoing execution of all activities as necessary

 

Staff Supervision and Talent Development

  • Monitors staff performance and provides ongoing performance feedback
  • Develops, coaches and supervises Department staff consistent with values and competencies required for successful job growth and development

Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility.

 

QUALIFICATIONS

Knowledge, Skills & Abilities:

Organization-wide Competencies

  • Commitment to organizational mission and values: Mission-driven and self-directed, with a demonstrated passion for First 5 LA’s work to strengthen families and improve child outcomes; strives to model organizational values through daily actions and behaviors
  • Possesses Customer-Focused Mindset: Is able to identify appropriate and relevant stakeholders; identifies internal and external stakeholders needs (customers); is responsive to stakeholder needs, considers impact when making recommendations
  • Collaborative: Collaborates with peers to drive results in alignment with organizational and operational goals in support of the organization’s mission; is able to work in cross-functional teams; is able to establish and maintain effective working relationships with co-workers, public officials and the general public
  • Communicates Effectively: Communicates effectively both written and oral; strong presentation skills; demonstrates ability to develop and deliver relevant and appropriate communications; delivers messages in a direct manner; able to tailor messages appropriately to various audiences
  • Demonstrates Integrity and Judgment: Follows through on commitments letting others know of his/her true intentions; ensures decision-making or recommendations are fact-based and others understand the decision/recommendation before moving forward; considers the relative costs and benefits of potential actions to choose the most appropriate one
  • Demonstrates Critical Thinking: Applies critical thinking, logic and reasoning to analyze complex problems and information; identifies relative strengths and weaknesses of options, solutions or approaches
  • Demonstrates Strategic Thinking: Identifies key issues and relationships relevant to achieving long range goals or vision; develops alternatives based on logical assumptions, facts, available resources, constraints, and organizational values to develop a point of view on a course of action to accomplish goals; develops priorities with the right balance of short and long-term wins

 

Job Specific Competencies

  • Role Specific Content:Knowledge of contract management and procurement principles and concepts;  understanding of standard contract terms and conditions;ability to negotiate complex contracts;ability to draft contractual provisions;demonstrated ability to manage risks from procurement to contracting; technologically savvy with all contract management related systems
  • Content Knowledge: Competent in required job skills and knowledge; ability to learn and apply new skills; ability to learn how to operate new systems quickly; demonstrated ability to set priorities, establish clear expectations and execute identified projects; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; knows how to use technology tools to effectively manage and expedite processes; uses resources effectively
  • Planning and Organization and Project Management: Works in an organized manner with strong attention to detail; prioritizes and plans work activities; ability to effectively manage overlapping projects and deadlines; ability to work under pressure, meet deadlines and adjust to changing priorities; uses time efficiently; plans for additional resources; integrates changes smoothly; sets goals and objectives; ability to manage high performance projects

 

Management Competencies

  • Managing People: Provides direction and gains compliance; takes responsibility for direct reports’ activities; makes self available to direct reports; develops direct reports’ skills and encourages growth; provides regular performance feedback; encourages open communications; uses negotiation skills to resolve conflict; strong influencing and relationship skills; experience in managing high performance teams

 

Experience:

  • Minimum of five years of experience in contract management preferred
  • Minimum of three years of staff supervision preferred
  • Experience working for a public agency, foundation, an organization managing public funds, or grant making entity preferred

 

Education:

  • Bachelor’s Degree or equivalent from an accredited four-year college or university in public administration, business administration, economics, law, finance, contracts mangement, risk management, or related field preferred
  • Certification in contract management is desirable

 

Direct Reports:

  • Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems

 

Computer Skills:

  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
  • Ability to use widely supported internet browsers

 

Certificates, Licenses and Registrations:

  • Valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions
  • Valid automobile liability insurance

 

Travel Requirements:

  • This position requires travel locally, statewide and nationally as needed

 

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will sit, talk, hear and use hands up to 2/3 of the time. The employee will stand and walk up to 1/3 of the time. The employee is routinely required to carry and/or lift up to 10 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.    

To apply

Applicants may apply by copying and pasting this URL in their browser:

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=15f1f649-8e36-408e-9f0f-fa36a75494ca&jobId=53467&lang=en_US&source=CC3&ccId=19000101_000001