ADMINISTRATIVE SERVICES MANAGER I- CONTRACTS

Position/Program Information

FILING DATES: December 3, 2024 8:00 A.M. (PT) - December 16, 2024 5:00 P.M. (PT).
ONLINE FILING ONLY

EXAM NUMBER: T1002A
TYPE OF RECRUITMENT:

OPEN COMPETITIVE JOB OPPORTUNITY

No Out-Of-Class experience accepted.

DEFINITION:
Independently performs a full range of difficult to complex analytical assignments and makes recommendations on complex issues which directly impact departmental programs and administrative operations, and which may be of a confidential or sensitive nature.

CLASSIFICATION STANDARDS:

Positions allocable to this journey-level analyst class are typically located in central administrative departments or the central administrative office of a line department, receive general supervision from a higher-level supervisor or manager and are responsible for independently carrying out a full range of difficult to complex analytical assignments within contracts administration. Some positions may require incumbents to lead or supervise a unit of lower-level analysts. Assignments require the use of discretion and care in the handling of confidential and sensitive information used to support management decisions, as well as professionalism and tact in dealing with individuals such as higher-level staff members, managers, and professionals from other organizations on sensitive or controversial issues having considerable consequence or importance.

These positions differ from those belonging to the lower-level Management Analyst class in that, although incumbents in the latter class may perform some complex analytical assignments, the majority of the work consists of a variety of recurring to moderately complex assignments, while positions within the Administrative Services Manager I class predominantly perform a full range of difficult to complex analytical assignments. In addition, some positions in the Administrative Services Manager I class lead or supervise lower-level analysts performing less complex analytical assignments

Essential Job Functions

• Formulates and recommends procedures and policies for contract development, and designs forms and other tools to aid in a variety of contract services.
• Develops solicitation documents for contracted services including Request for Proposals (RFP), Request for Statements of Qualifications (RFSQ), and Invitation for Bids (IFB).
• Conducts solicitations and negotiations, develops evaluations in accordance with Board policy, oversees the protests processes, and makes recommendations for contractor selections in the approval process.
• Participates in meetings with stakeholders to assist in the development of the minimum requirements and statement of work.
• Conducts proposers’ conferences with potential proposers and prepares any written addenda as a result of questions received at the conference or as specified in the solicitation.
• Reviews and evaluates proposers’ responses to issued solicitations to ensure requirements are met.
• Oversees the solicitation evaluation process including developing the evaluation instrument, facilitating evaluation committee meetings and conducting proposer debriefings.
• Confers with executive management and County Counsel to interpret contract language and applicable laws and provides recommendations as necessary.
• Prepares and maintains tracking reports to monitor status of Board-approved contracts and current solicitations.
• Prepares timely contract extension amendments to ensure compliance with Board policies and procedures.
• Prepares various written communications including correspondences to contractors, amendments, letter agreements, status reports, and memos to management, Board of Supervisors, California Department of Social Services, etc.
• Assists in the development of specifications and minimum requirements and prepares documentation to support contract recommendations for a variety of contracted services.
• Negotiates or participates in the negotiation of highly complex, legal and operational terms, requirements, and conditions for contract awards and modifications.
• Conducts complex legal research in applicable laws and regulations, reviews pending legislation, analyzes impact to department contracting efforts, and confers with County attorneys to formulate recommendations.
• Advises line operations in identifying contractual and funding problems and leads in resolving differences with contractors.
• Identifies, analyzes, and recommends resolutions regarding contract issues and incorporating such solutions into new contract documents.
• Utilizes prescribed document formats and processes and maintains pertinent records in accordance with federal, state, and county policies.

Requirements

SPECIALTY REQUIREMENTS:
Option I:
A Bachelor's degree from an accredited college or university -AND- *Three (3) years of experience performing analytical assignments, two (2) years of which must have been at the associate analyst level**, primarily researching, analyzing and synthesizing data related to contracts , as well as administrating, developing, releasing, and processing various types of solicitations, including but not limited to, Request for Proposals, Request for Statement of Qualifications, and Request for Bids.

Option II:
Five (5) years of experience performing analytical assignments, two (2) years of which must have been at the associate analyst level**, primarily researching, analyzing and synthesizing data related to contracts, as well as administrating, developing, releasing, and processing various types of solicitations, including but not limited to, Request for Proposals, Request for Statement of Qualifications, and Request for Bids.

*A Master's degree or higher in Business Administration, Public Administration, Law or closely related field may be substituted for one year of the required general analytical experience.

LICENSE:
A 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.

PHYSICAL CLASS II - Light: This class includes administrative positions requiring light physical effort that may include occasional light lifting to a 10 pound limit and some bending, stooping, or squatting. Considerable ambulation may be involved.

SPECIAL REQUIREMENT INFORMATION:
*In order to receive credit for the required degree, you must include a legible copy of the official diploma/transcripts, or official letter from the accredited institution which shows the area of specialization at the time of filing or within fifteen (15) calendar days from date of filing application submission. Please submit documentation to DCFSExams@dcfs.lacounty.gov and indicate your name, the exam name, and the exam number. We do not accept password-protected documents. Ensure documents are unlocked before attaching to your application or sending to the exam analyst. Unofficial transcripts will not be accepted to meet the educational requirement.

**Associate analyst level work involves 1.) the independent performance of a variety of routine to moderately complex assignments and/or 2.) under more direct supervision, the performance of complex assignments. Both types of assignments require the use of established research and analytical methods and techniques, as well as sound professional judgment to analyze and resolve problems and issues related to contracts. This level of work is generally assigned to positions in classifications above the entry level classification of the respective series.

Note: For a full description of associate-level analytical work, refer to Los Angeles County's Management Analyst, classification specification Item# 1848.

Acceptable classes for experience at the associate analyst leve l include, but are not limited to:

• Administrative Assistant III
  
• Administrative Intern II
  
• Assistant Staff Analyst, HS
  
• Associate Analyst, CEO
  
• Contract Program Auditor
  
• Contract Program Monitor
  
• Management Analyst
  
• Management Analyst, CEO
  
• Purchasing & Contracts Analyst I
  
• Staff Assistant III
  
• Supervising Administrative Assistant I
  
  

DESIRABLE QUALIFICATIONS:

• Experience developing contract solicitation documents.
• Experience in the competitive solicitation process.
• Experience applying policies, plans, and procedures for the
  effective implementation of federal, state, or County procurement regulations.

Additional Information

EXAMINATION CONTENT:
This examination will consist of TWO (2) parts:

PART I - This examination will consist of a multiple choice and/or simulation assessment, weighted 85%, covering:

General Problem Solving Skills
Professional Potential
Achievement
Coping with Uncertainty
Responsibility
Working to High Quality Standards
Willingness to Learn
Maintaining Good Working Relationships
Analyzing Information
Learning Quickly
Generating New Ideas
Using Time Efficiently
Adapting to Change

Part II: Evaluation of Training and Experience weighted 15% covering the following areas:

Knowledge and experience pertaining to:
Contract documents and their use
Contract related policies, plans, and procedures
Competitive Solicitation Process

MULTIPLE-CHOICE AND SIMULATION ASSESSMENTS ARE NOT REVIEWABLE BY CANDIDATES PER CIVIL SERVICE RULE 7.19.

ONLY APPLICANTS WHO ACHIEVE A PASSING SCORE OF 70% OR HIGHER ON PART I WILL HAVE PART II SCORED.

Applicants must meet the Specialty Requirements and receive a passing score of 70% or higher on each part of the weighted examination in order to be placed on the eligible list.

TRANSFER OF TEST COMPONENTS:
- Applicants who have taken identical components recently for other exams may have their scores automatically transferred to this examination.
- This examination contains test components that may be used in the future for new examinations and your test scores may be transferred.


TEST PREPARATION:
Study guides and other test preparation resources are available to help candidates prepare for employment tests. While the guides will help you preparing for the test, we advise you to review all related materials that you deem necessary.
- An interactive, Online Test Preparation System for taking practice tests may be accessed on the Department of Human Resources website at http://hr.lacounty.gov/. Please click on "Find A Job" and then "Job Search Toolkit." Test preparation information is located under the "Employment Test Assistance" section.
- Additional online practice tests are available at https://www.shldirect.com/en-us/practicetests/

ELIGIBILITY INFORMATION:

The names of candidates receiving a passing score in the examination will be placed on the eligible list in the order of their score group for a period of twelve (12) months following the date of promulgation.

Scores cannot be given over the telephone.

SPECIAL INFORMATION:

FAIR CHANCE INITIATIVE:

The County of Los Angeles is a Fair Chance employer. Except for a very limited number of positions, you will not be asked to provide information about a conviction history unless you receive a contingent offer of employment . The County will make an individualized assessment of whether your conviction history has a direct or adverse relationship with the specific duties of the job, and consider potential mitigating factors, including, but not limited to, evidence and extent of rehabilitation, recency of the offense(s), and age at the time of the offense(s). If asked to provide information about a conviction history, any convictions or court records which are exempted by a valid court order do not have to be disclosed. Qualified applicants with arrest or conviction records will be considered for employment in accordance with County Fair Chance Policies and the Fair Chance Act (Gov. Code Section 12952).

VACANCY INFORMATION:

The resulting eligible list will be used to fill vacancies in the Department of Children and Family Services, Contracts and Administration Division.

AVAILABLE SHIFT: Any

APPLICATION AND FILING INFORMATION:


Applicants are required to submit a standard Los Angeles County Employment Application online and complete the Supplemental Questionnaire to be considered for this examination. Paper application and/or resumes cannot be accepted in lieu of online application. All applicants MUST complete the filing process ONLINE (via electronic submission). Applications submitted by U.S. mail, fax, or in person will not be accepted. We must receive your application by 5:00 p.m. (PDT) on the last day of filing.

Apply online by clicking on the green "APPLY" button at the top right corner of this posting. You can also track the status of your application by using this website.

Fill out your application completely. The acceptance of your application depends on whether you have clearly shown that you meet the Specialty Requirements and complete the Supplemental Questionnaire . Provide any relevant education, training, and experience in the spaces provided, so we can evaluate your qualifications for the job. For each job held, give the name and address of your employer, your job title, beginning and ending dates, number of hours worked per week and description of work performed. If your application is incomplete, it will be rejected.

Plan to submit your online application well in advance of the 5:00pm December 16, 2024, deadline as you may be required to verify your email address. This only needs to be done once per email address, and if you already have a job seeker account on www.governmentjobs.com/careers/lacounty, you can verify at any time by logging in and following the prompts. This is to enhance the security of your online application and to ensure you do not enter an incorrect email address.


Note: If you are unable to attach the required documents, you may e-mail them to DCFSExams@dcfs.lacounty.gov at the time of filing or within 15 calendar days of filing. Please make sure to reference your full name, examination title and number on the subject line of your e-mail.

IMPORTANT NOTES: AL L information included in the application materials is subject to VERIFICATION . We may reject your application at any point during the examination and hiring process, including after an appointment has been made. FALSIFICATION of any information may result in DISQUALIFICATION .Utilizing VERBIAGE from Class Specification and Minimum Requirements serving as your description of duties WILL NOTbe sufficient to meet the requirements. Doing so may result in an INCOMPLETE APPLICATION and you may be DISQUALIFIED .
SOCIAL SECURITY NUMBER: Please include your Social Security for record control purposes. Federal law requires that all employed persons have a Social Security Number.
NO SHARING OF USER ID AND PASSWORD: All applicants must file their application online using their OWN user ID and password. Using a family member or a friend's user ID and password may erase a candidate's original application record.


COMPUTER AND INTERNET ACCESS AT PUBLIC LIBRARIES:

Computer and Internet Access at Public Libraries: For candidates who may not have regular access to a computer or the internet, applications can be completed on computers at public libraries throughout Los Angeles County

ADA Coordinator Email: AndraE2@dcfs.lacounty.gov
Teletype Phone: (800) 899-4099
California Relay Services Phone: (800) 735-2922
Alternate Teletype Phone: (800) 897-0077

Department Contact Name: Emily Andrade
Department Contact Phone: (213) 351-5898
Department Contact Email: AndraE2@dcfs.lacounty.gov

For detailed information, please click here

Closing Date/Time: 12/16/2024 5:00 PM Pacific

• 

• Los Angeles County

• (800) 970-5478

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