First 5 LA,

Contract Operations & Compliance Officer

Posted
1 month ago
Employment type
Full-time
Location
Los Angeles
Closing date

About this organization

First 5 LA believes the case is clear that policy makers must prioritize young children in policy and budget decisions – because our future success as a state depends upon it. Nearly half of the state’s children live in, or near, poverty. California is first in per prisoner spending, but 46th in per pupil spending in education. California continues to prioritize spending on programs for residents when problems are most acute – treatment services, child welfare, incarceration, school remediation – and lags the country and the world in spending on access to proven prevention programs like quality early learning and home visiting programs for new parents.

The impacts of ignoring our children are clear: statewide, only 45 percent of third graders read at grade level and child care can cost parents as much as in-state college tuition at the University of California. It will take grit by decision makers and elected officials to address these challenges.

First 5 LA, as part of the network of First 5s throughout the state, will help by sharing what we have learned since our inception, by bringing parents, community members, and diverse partners together to help create lasting solutions, and by advocating for investments in proven early childhood systems and supports for California’s youngest children.

First 5 LA’s structure and staffing have been designed to better enable us to advance our goals and focus on those policies and resources that will yield the greatest benefits for kids in L.A. County. Our Board of Commissioners provides guidance and direction to our leadership and staff to implement our Strategic Plan.

About this job

The Contract Operations & Compliance Officer is responsible for supporting contract operations, systems and tools such as First 5 LA’s consent calendar, compliance audits, and First 5 LA’s website sections for online applications and solicitations. S/he is responsible for supporting business process improvement efforts and for developing and maintaining procurement and contract manuals. The Contract Operations & Compliance Officer will also support the management of a portfolio of contracts for Executive, Human Resources and Administration Division contracts. S/he will be responsible for conducting a wide range of project life cycle activities form procurement planning through contract award and subsequent closeout activities. S/he will also be responsible for supporting the department with purchasing activities.

Roles & responsibilities

ESSENTIAL DUTIES & RESPONSIBILITIES

The Contract Operations & Compliance Officer 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:

Contract operations

Contract administration & business process improvement

Purchasing

Essential Duties: Contract Operations

Assists manager with procurement and contracting processes; refines department protocols, policies, and templates. Ensures tools and templates are focused on internal and external stakeholders, as appropriate

Develops and manages online documents for grantees, contracts and staff

Ensures department intranet site is updated and customer-focused

Assists with analyzing existing business processes to measure, monitor and track compliance and efficiency

Identifies areas of vulnerability and gaps in department processes, policies, and protocols

Helps monitor compliance to and effectiveness of department policies and procedures

Develops and conducts training related to policies, processes and operations of the department

Assists in managing and/or tracking vendor and consultant pools agency-wide

Prepares grant/contract documentation and files as required for county and special audits and inquiries

Assists staff across the organization with the contract closeout process as needed

Provides technical support with contract management applications to all departments in order to track contractor requirements and activities and generate reports

Monitors utilization and effectiveness of contract management and related systems

Contract Administration & Business Process Improvement

Supports the management of a portfolio of contracts for the Executive Department, HR and the Administration Division, providing contract monitoring information as needed

Develops, amends, and executes grant agreements, contracts, and other agreement provisions

Reviews, edits, and posts web texts, documents, and templates for solicitations; ensures that all documents related to solicitation type are complete and consistent with policies and procedures

Conducts a risk assessment for each contract and responds appropriately based on level of risk

Notifies the manager of potential compliance vulnerability in areas at high risk of non-compliance

Maintains open and frequent communication with First 5 LA staff members and contractors to ensure awareness of contract requirements

Purchasing

Supports the manager with setting up appropriate systems, processes and controls for purchasing

Supports training initiatives for staff once purchasing systems and processes are in place

Refines purchasing processes and policies

Assesses risks of vendors, conducts due diligence reviews and negotiates vendor agreements

Supports the department with other purchasing activities 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

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

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 aware of and considers relevant internal & external stakeholders and their needs (customers); identifies solutions to be responsive to stakeholder needs; considers impact when executing daily tasks

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; demonstrates active listening and comprehension; selects and uses appropriate communication methods to keep others appropriately informed; 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 effectively think through problems and information; identifies relative strengths and weaknesses of options, solutions or approaches

Demonstrates strategic thinking: Considers issues and relationships relevant to achieving long range goals or vision; identifies alternatives based on logical assumptions, facts, available resources, constraints, and organizational values to layout several points of view on a course of action to accomplish goals

Job Specific Competencies

Role Specific Content: Ability to collect and analyze data and evaluate effectiveness of processes; ability to negotiate contractual terms and conditions

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

Experience:

Minimum of five years of related experience and/or training in contract operations preferred

Experience working for a public agency, foundation, an organization managing public funds, or grant making entity preferred

Experience in management analysis, public administration, data processing, finance/accounting, economics preferred

Education:

Bachelor’s degree or equivalent from an accredited four-year college or university in public administration, business administration, economic, law, finance management, contracting, risk management, or related field preferred

Computer Skills:

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)

Ability to use widely supported Internet browsers

Certificates, Licenses & Registrations:

Designation as a Certified Professional Contracts Manager (CPCM) or certification in Contracts Management is desirable

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

Vaccination Requirements:

First 5 LA requires that all covered employees provide proof that they have been fully vaccinated against COVID-19

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.

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