Manager, Contract Operations & Purchasing

  • Company: First 5 LA
  • Location: Los Angeles, California 90012 United States
  • Salary: $67,700 to $101,600
  • Date Posted: February 4, 2021
  • Closing Date: May 1, 2021


JOB SUMMARY The Contract Compliance Officer provides guidance and support to First 5 LA departments and external stakeholders on the management and administration of contracts which includes related board approvals, risk assessments, negotiations, contract compliance and close out. S/he is also responsible for the core procurement activities and related processes for their assigned portfolio. S/he will serve as a subject matter expert in contracts and procurement. ESSENTIAL DUTIES & RESPONSIBILITIES The Contract Compliance Officer should visibly demonstrate the adopted organizational values of collaboration, integrity, learning and Diversity, Equity, and Inclusion (DEI) in the execution of their key areas of responsibility. Key Areas of Responsibility: Procurement Contract Risk Management Contract Negotiation and Execution Contract Compliance and Amendments Contract Renewal and Closeout Essential Duties: Ensures compliance with applicable laws and internal policies and procedures regarding contracting and procurement Leads the pre-award contracting process, including participation in determining the method of procurement, establishing solicitation requirements and review process, determining type of contract and terms and conditions Drafts, develops and posts solicitations, related solicitation documents, and online applications in partnership with the project manager Conducts reviews for conflict of interests with proposers, reviewers and staff Conducts reviewer training and calibration sessions Facilitates feedback sessions and manages appeals for assigned projects Manages complex contract issues that involve disputes, modifications, and claims Prepares quarterly reports for the purpose of providing status of performance of contracts Develops, amends, and executes grant agreements, contracts, and other agreement provisions Assesses risks for each contract and maintains record of insurance documentation Conducts noncompliance training and tracks noncompliance of contractors and grantees Participates in delivering procurement and contract management training for staff Maintains open and frequent communication with First 5 LA staff members and contractors to ensure awareness of procurement and contract requirements Assists staff across the organization with the contract closeout process as needed Prepares grant/contract documentation and files as required for county and state audits Provides technical support with contract management applications/systems to staff Stores and maintains department records in an electronic data management system and file folders in compliance with policies and procedures Identifies areas of vulnerability and gaps in procurement and contracting Provides contracts management support and guidance for contracts under assigned portfolio Facilitates department and inter-departmental coordination and information sharing on relevant issues Contributes to creating and strengthening internal processes and refining protocols, policies, and templates 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 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 aware of and considers relevant internal and 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 team; 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: Knowledge of principles and practices of public procurement; ability to work under pressure in a fast paced environment with strict deadlines 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 management preferred Experience working for a public agency, foundation, an organization managing public funds, or grantmaking 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, 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 and Registrations: Certification in contracts management or procurement is preferred 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 occasionally 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.

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