Finalists in the 2020 My LA2050 Grants Challenge will be announced on Monday, May 25, 2020.
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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.
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 administration & business process improvement
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
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.
Knowledge, Skills & Abilities:
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
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
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
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
This position requires travel locally, statewide and nationally as needed
PHYSICAL REQUIREMENTS / WORK ENVIRONMENT
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.
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.