Contracts Development/Administrative Support Analyst*

Job Description:

Contracts Development/Administrative Support Analyst*

Description

The Job

Be an agent of change and make a difference in delivering health and wellness to millions of residents.

Join a team that is passionate about the services they provide and is committed to making a difference throughout San Bernardino County.

The San Bernardino County Department of Behavioral Health invites qualified professionals to apply for the position of Contracts Development/Administrative Support Analyst* who support contracts and organizational analysis functions within the Department of Behavioral Health (DBH). Incumbents will conduct analytical studies for a number of departmental operations, make recommendations to management, and support the implementation of solutions.

*Official Title: Staff Analyst II

For additional details, please refer to the Staff Analyst II job description.

The Department of Behavioral Health (DBH) is responsible for providing mental health and substance use disorder services to county residents who are experiencing major mental illness or substance use related issues. DBH provides mental health and substance use disorder prevention and treatment services to all age groups, with a primary emphasis on treating children/youth who may be seriously emotionally disturbed, adults who are experiencing a serious and persistent mental illness, and individuals who are experiencing substance use disorders. DBH also provides an array of outreach/engagement, prevention, and early intervention services. DBH's core values are service, integrity, accountability, and trust.

DBH is a unique County Department comprised of eight (8) direct service areas: Community Outpatient and Transitional Age Youth Services; Children and Youth Collaborative Services; Substance Use Disorder and Recovery Services; 24-Hour and Specialty Services; Adult Justice Involved and Diversion Services; Medical Services; Community Engagement and Equity Services; Office of Patients' Rights and five (5) indirect service areas: Administrative and Fiscal Services; Public Relations and Outreach Services; Program Support Services; Disaster and Safety Unit; Office of Compliance. The Department currently has a workforce in excess of 1000 positions and an approximate $700 million-dollar annual budget.

Click HERE to learn more about the Department of Behavioral Health

Click HERE to learn more about San Bernardino County

The list established from this recruitment may be used to fill current and future vacancies as they occur throughout the Department.

Immediate vacancies currently exist in the Administrative Services Division; please indicate your availability for referral to each unit listed below in the Supplemental Questionnaire.

Contracts Development Analyst:

• Coordinates with department subject matter experts for the timely development, review, and completion of various contracts, agreements, MOU’s, applications, and related materials for approval by the appropriate signature authority.
• Gathers information to prepare solicitation materials (e.g. Proposals, Request for Applications, Request for Qualification, Solicitations for Interest, Non-Competitive and Sole Source). Works with program for development of evaluation guidelines.
• Facilitates/Conducts solicitation conferences on behalf of the department, gathering questions and responses for subsequent release. Completing any additional amendment or addendums.
• Coordinates/facilitates the evaluation of proposals and/or applications with internal and independent reviewers as appropriate. Receives committee recommendations and issues appropriate notices.
• Facilitates and participates in the negotiation of contracts terms and conditions between the department subject matter experts and contractors; facilitates negotiation sessions to ensure best practices and ethical procurement practices are followed. Issues required notices, collects needed required documentation and conducts follow-up as required.
• Draft contract terms and agreements; coordinate the review process with management, counsel, purchasing agents, proposers/contractors, Risk Management or County Counsel and other applicable parties; coordinate the approval process including the development of Board Agenda Items (BAI) for contracts that require Board of Supervisor's approval.
• Consistent and on-going monitoring of the approval process of submitted documents; advising program/fiscal on issues or concerns that may impact final contract execution.
• This position may act as a contract monitor. Monitoring duties may include the monitoring of contract administrative terms and conditions.
• May provide analytical support in a variety of other areas essential to a department's operations such as special project coordination.
• Performs other duties of a similar nature and level as assigned.

Administrative Support Analyst:

• Troubleshoots and provides support in resolving issues and discrepancies with contracts and/or program-related administrative issues; facilitates and/or attends meetings; participates and/or facilitates responses to inquiries from internal staff, facilitates and maintains communication with fiscal/program providing support and timely information.
• Ensures timely responses and conducts appropriate follow-up with program staff on review and approval of agreements, Board Agenda Items, contracts, grants, MOUs, and procurements advisement, status and needed actions.
• Coordinates administrative activities including but not limited to fiscal operations, budget preparation, review financial data upon submission to ensure conformance with established guidelines, assist with required budget analysis, developments, monitoring, and updates from programs, etc.
• Participates in various meetings and presents requested and independently gathered data to assist management in making administrative and operational decisions.
• Serves as resource/liaison person between Contracts Administration, Fiscal Services, Program and Executive staff, and effectively communicates verbally and/or in writing to all on the status of items.
• Coordinates with all relevant department program/units and others as needed to solve mutual problems, complete assignments and/or exchange information.
• Obtains rapid responses from programs on ad hoc reports and special project inquiries; assurance of timely reviews, feedback, and/or decisions from programs as required.
• May provide analytical support in a variety of other areas essential to a department's operations such as special project coordination.
• Performs other duties of a similar nature and level as assigned.

CONDITIONS OF EMPLOYMENT

Travel throughout the County is required. Employees will be required to make provisions for transportation and may be required to use personal vehicles (mileage reimbursement is available). At the time of hire, a valid California Class C driver license and proof of automobile liability insurance must be produced for the individual providing the transportation.

Pre-Employment Process: Candidates selected for this position must pass a background investigation and medical examination including drug screening; candidates selected for law enforcement departments, public safety positions, or positions where legally required, must pass a more stringent background check.

Sponsorship: San Bernardino County is not able to consider candidates who will require visa sponsorship at the time of application or in the future.

Minimum Requirements

These positions require both education and experience; to advance in the process applicants must meet one of the three options for Experience and one of the two options for Education:

REQUIRED EXPERIENCE (must meet one of the following options) : Option 1
Must possess eighteen (18) months of full-time equivalent professional level administrative experience performing analytical duties as a primary job function in the areas of contracts, bid/proposal, or grant management.
Option 2
Must possess two (2) years of full-time equivalent professional level administrative experience performing analytical duties as a primary job function in a combination of areas that include: budget/fiscal management, financial analysis and/or accounting; contracts, bid/proposal, or grant management; special projects coordination; facilities and capital improvement planning; data/statistical analysis and reporting; and/or organizational/staffing analysis or personnel management.
Option 3
Must possess two (2) years of experience as a Staff Analyst II Trainee in San Bernardino County.

REQUIRED EDUCATION (must meet one of the following options) : Option 1
Bachelor's degree in public/business administration, behavioral/social science, accounting/finance or other relevant field of study.
Option 2
Associate’s degree in public/business administration, behavioral/social science, accounting/finance or other relevant field of study AND two (2) years of experience* supporting management or professional level administrative services staff in any of the following areas: analytical studies, organizational operations, staffing projections and related budgeting, fiscal/budget analysis, data analysis, statistical analysis, accounting, economics or other closely related duties.

*T he 2 years of experience used to qualify under Education Option 2 will be treated as a substitution for the Bachelor’s degree and will not count towards any of the three options under the Required Experience .
Important Notes Regarding Qualifying Education and Experience: Qualifying degrees or coursework must be completed at a college or university accredited by any accrediting association recognized by the United States Department of Education. Degrees or coursework completed outside the U.S. must be accompanied with an evaluation report from a reputable credential evaluation service showing equivalency to degrees or coursework completed at a college or university accredited by any accrediting association recognized by the United States Department of Education. (Must be attached if applicable.) Click here for more information on evaluation services. General office/clerical, retail sales, eligibility worker, employment services, child support services and other similar experience is not considered qualifying.

Desired Qualifications

Ideal candidates will have extensive experience preparing and processing county, state or federal contracts, procurement and service contracts, processing or preparing grant applications, conducting competitive bids, and negotiating contracts with vendors. Understanding of the County's Board approval process and experience preparing Board Agenda Items (BAI) is highly desired.

Desired knowledge and skills include:

• An understanding of principles and practices of public administration as applied to procurement processes, contracts and grants administration and compliance.
• Excellent writing skills with the ability to prepare clear and accurate bid and procurement documents , legally binding agreements/contracts, and compelling grant application proposals.
• Effective and persuasive communicator with the skills and knowledge of techniques required to negotiate contract terms beneficial to the County and educate and ensure contractor compliance.
• The ability to perform complex, sensitive, and detailed administrative and analytical work involving the use of independent judgment and personal initiative to make decisions, develop solutions, and meet deadlines.
• Proficient with procurement management systems, such as ePro, and SAP contract management modules.

Selection Process

There will be a competitive evaluation of qualifications based on the information provided in the Application and the Supplemental Questionnaire. You are encouraged to include detailed descriptions of your qualifying experience , as only the most highly qualified applicants will be referred to the Department. Please ensure all relevant experience is indicated in the Application and responses to the Supplemental Questionnaire, as resumes and other attachments will not be reviewed for the competitive evaluation.

Completing your application with statements such as "see/refer to resume" or "see attached" rather than completing your work history may affect your eligibility or competitive evaluation score. Be sure to clearly describe your experience in meeting the minimum requirements.

If you require technical assistance, please click HERE to review the Government Jobs online application guide , or contact their Toll-Free Applicant Support line at (855) 524-5627. Please note that Human Resources is not responsible for any issues or delays caused by computer or browser used to submit the application.

EEO/ADA: S an Bernardino County is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants.

ADA Accommodation: If you have a disability and require accommodations in the testing process, submit the Special Testing Accommodations Request Form (Download PDF reader) within one week of a recruitment filing deadline.

Veterans’ Preference: Eligible veterans and their spouse or widow(er) who are not current County employees may be awarded additional Veterans’ Preference points. Click HERE for information and instructions to request Veteran's Preference points.

Please click HERE for important Applicant Information and the County Employment Process .

Administrative Services Unit

The County of San Bernardino offers a range of benefit programs for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefit amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.

For a summary of benefits, please click here .

Refer to the appropriate MOU, contact the County's Employee Benefits and Services Division at (909) 387-5787 or visit the Benefits website for more detailed information at hr.sbcounty.gov/employee-benefits/ .

Closing Date/Time: Continuous

Salary:

$68,099.20 - $93,579.20 Annually