Procurement & Contracts Analyst

Salary: See Position Description
Location : Santa Maria, CA
Job Type: Full-time
Job Number: 24-2177-04 (O/DSS)
Department: Social Services
Opening Date: 03/27/2024
Closing Date: 4/10/2024 4:59 PM Pacific
Description
PROCUREMENT AND CONTRACTS ANALYST I SALARY: $76,411.55 - $91,749.80 Annually
PROCUREMENT AND CONTRACTS ANALYST II SALARY: $87,627.73 - $105,424.61 Annually
The Santa Barbara County Department of Social Services has an immediate opening for a full-time Department Procurement and Contracts Analyst to serve in the Fiscal Division. The position is located in Santa Maria. The job classification for this position is a Department Business Specialist.
This list may also be used to fill future full-time, part-time, and extra-help (temporary) Department Business Specialist positions in the Fiscal Division located in Lompoc, Santa Barbara, and Santa Maria.
THE POSITION: Under general direction, the Procurement and Contract Analyst position supports departmental staff in the proper and efficient application of business policies and processes, as well as fiscal and/or information system analysis in order to improve the service delivery of programs; analyzes and reports on program requirements and performance; and performs related duties as required.
The Procurement and Contracts Analyst will manage department-wide purchasing and contracting activities, ensure compliance with internal standards and external regulations, and serve as a subject matter expert with proven ability to implement activities in aligning with industry best practices and strict compliance with legal and regulatory requirements. This will be an opportunity to work with all levels of Social Services staff (including executives) across all programs and functions, which include Administrative Services, Economic Assistance and Employment Services, Adult and Children Services, and Workforce Development Board; the County's central support functions such as County Counsel, Risk Management, Procurement Services, County Executive Office, Auditor-Controller Office, and the Clerk of the Board; and outside vendors. The Procurement and Contracts Analyst will also work on special projects, which may include analyzing and optimizing processes across the Fiscal Division as part of the countywide deployment of Workday.
Department Business Specialist I/II?is a professional-level, flexibly-staffed classification series:

• Department Business Specialist I is the entry level and may lead but would not typically supervise staff.
• Department Business Specialist II is the journey level and may be assigned supervisory responsibilities over other professional staff. Incumbents are expected to be knowledgeable in department business processes and at least one of the following: critical program regulations; governmental fiscal record keeping - including budget, contract, and grant preparation and monitoring; or automated systems.

PLEASE NOTE: The candidate may be appointed to the DBS I or DBS II level depending on the candidate's qualifications.
IDEAL CANDIDATE will possess:

• Proficiency in modern administrative business systems (e.g., contract database, Workday, ServiceNow, SmartSheet, Teams).
• Demonstrated proficiency in Microsoft Office Suite products (Word, Excel, Outlook, Access, and PowerPoint).
• Excellent interpersonal skills with a public service focus.
• Supervision, leadership, mentor or facilitator experience.
• Ability to exercise discretion and professionalism, including ability to maintain confidentiality.
• Ability to organize and plan work assignments to meet deadlines.
• Sound judgement, independent decision making, and logical reasoning ability.
• Demonstrated ability to research and synthesize complex information.
• Ability to establish and maintain effective working relationships with colleagues, other County personnel, and members of the public.
• Adaptability and openness to change and new information.
• Excellent oral and written communication skills and the ability to interact with all levels of internal and external customers.
• Experience in problem solving, troubleshooting complex situations, and finding creative solutions.
• Excellent teamwork and influence - including collaborating with various stakeholders, serving as a principal lead in innovative strategies and activities, influencing cross functional teams to facilitate process improvements and problem solving.
• Experience managing special projects and presenting ideas to various stakeholders including senior management.
• Results-oriented approach in identifying and implementing improvements and innovations necessary for successful service delivery and ability to engage staff in that process
• Strong background in analysis and report writing for a wide variety of audiences.
• Ability to develop and conduct professional presentations appropriate for a wide variety of audiences.
• Knowledge of and ability to analyze, recommend and implement system(s), policy and procedure changes to meet the business needs of the department.
• Ability to take initiative and move projects forward without specific direction.
• Ability to be detail-oriented while handling multiple projects with competing priorities.

Examples of Duties

1. Researches and analyzes rules, regulations, legislation, and procedures to determine their impact on departmental processes, reporting, revenues, and fiscal requirements; develops and recommends policies and procedures including alternatives to minimize fiscal impacts; and identifies and validates business process requirements, critical success factors, and fiscal, technological, and environmental constraints and assumptions.
2. Develops written procedures to implement adopted policy or to clarify and describe standard practices; coordinates the development or revision of policies and procedures to support new processes and systems, reduce costs, enhance revenue, and maximize service levels; evaluates organizational impact of changes; prepares response strategies; designs and improves forms; and coordinates publication and dissemination of such material. Collaborate with departmental and county wide specialists in efforts to standardize, policies and procedures.
3. Reviews and analyzes grants, contracts, and proposals for fiscal soundness and adherence to generally accepted accounting principles and County policy; assists in developing, preparing, and reviewing Federal and State grant budgets; applies Federal, State, and County accounting policies and procedures; analyzes, and interprets complex legislation related to assigned program; applies federal and state cost reimbursement standards (OMB Circular A-87); responsible for optimizing reimbursements for state and federally funded programs, grants, or fee reimbursable programs.
4. Reviews and evaluates proposals for new departmental systems involving financial accounting methods, policies, and procedures, and recommends needed improvements; evaluates internal controls and security of new and existing automated accounting applications to ensure adherence to auditing standards; confers and cooperates with Auditor-Controller staff and systems analysts to implement and improve automated fiscal systems; establishes and maintains effective accounting controls.
5. Performs technical and professional duties, special projects; manages time sensitive clerical and fiscal processes; coordinates and promotes various program grants; prepares reports, studies and other related data; conducts monitoring and maintains records to ensure compliance with Federal regulations; reviews, monitors and tracks compliance of grant and grant funded contracts and provides direction on corrections needed for grant compliance; provides technical assistance to those applying for programs and/or grants assistance.
6. Serves as liaison with clients and representatives of private businesses, state and/or federal agencies, and other County departments to coordinate agreements for purchases or services, for special projects reports or analysis, and to provide specified administrative services such as contract development and preparation for services and goods based on an analysis of program needs and available funding; represents the department in the development of, contracts and services agreements, or change in, programs and regulations; and gathers information for use in planning or management decisions.
7. Participates in meetings and presents data to assist managers in making operational and administrative decisions.
8. May lead or supervise staff.

Employment Standards

1. Possession of a bachelor's degree in business administration, purchasing, sociology, psychology, social work, public administration, economics, political science, behavioral or health sciences, or closely-related field; OR,
2. Possession of an associate's degree in business administration, purchasing, sociology, psychology, social work, public administration, economics, political science, behavioral or health sciences, or closely-related field AND two years of experience that would demonstrate basic knowledge of (a) fiscal management, budgeting, grant preparation and monitoring, and contract management; (b) automated systems; or (c) financial business management systems OR,
3. Four years of experience that would demonstrate basic knowledge of (a) fiscal management, budgeting, grant preparation and monitoring, and contract management; (b) automated systems; or (c) financial business management systems OR,
4. A combination of training, education, and/or experience that is equivalent to one of the employment standards listed above and that provides the required competencies.

Note: Applicants who are currently in their final quarter or semester of study leading to the required degree are encouraged to apply. Such applicants may compete in the examination process but may not be considered for appointment until they have attained the required degree.
For the required competencies requirements and the full classification specification, click
Additional Information:

• Independent travel throughout the county and state will be required. Possession of a valid Class C Driver's License will be required at the time of appointment.

Supplemental Information
APPLICATION & SELECTION PROCESS:

1. Review applications and supplemental questionnaires to determine those applicants who meet the employment standards.
2. Supplemental Questionnaire Ranking: Responses to the required supplemental questionnaire will be evaluated and scored. Candidates' final score and rank on the eligibility list will be determined by their responses to the supplemental questionnaire. If there are fewer than 11 qualified candidates, the examination may be eliminated.

Candidates must receive a percentage score of at least 70 on the Supplemental Questionnaire Ranking to be placed on an employment list. An adjustment may be made to raw scores based on factors listed in Civil Service Rule VI. Those candidates who are successful in the selection process will have their names placed on the employment list for a minimum of three months. At the time the employment list is established, all candidates will receive an email notice of their score on the exam(s), rank on the employment list, and exact duration of the employment list.
VETERANS PREFERENCE POINTS: Veteran's preference credit is applicable for this recruitment (5 points for veterans, 10 points for disabled veterans). To be eligible for this credit, you must be applying for this position within five years from your most recent date of:
(1) honorable discharge from active military service; or,
(2) discharge from a military or veterans' hospital where treatment and confinement were for a disability incurred during active military service; or,
(3) completion of education or training funded by a Federal Educational Assistance Act.
No time limit exists for veterans with 30% or more disability.
To receive veteran's preference points, you must: (1) check the Veteran's Preference Points box on the employment application form, (2) submit a copy of your Form DD-214 to the Human Resources Department on or before the application deadline, and (3) pass all phases of the examination process. The preference points will be added to your final test score.
REASONABLE ACCOMMODATIONS: The County of Santa Barbara is committed to providing reasonable accommodation to applicants. Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter listed on the job posting. We require verification of needed accommodation from a professional source, such as a Medical Provider or a learning institution.
Recruiters will communicate with applicants by e-mail during each step in the recruitment process. Applicants are reminded to check spam filters continuously during the Recruitment & Selection Process steps listed above to ensure they do not miss required deadlines
Conditional Job Offer: Once a conditional offer of employment has been made, candidate will be required to successfully complete a background check, which includes a conviction history check, and satisfactory reference checks. The appointee will be subject to a post-offer medical evaluation or examination. The appointee must satisfactorily complete a one-year probationary period.
Disaster Service Workers: Pursuant to Governmental Code section 3100, all employees with the County of Santa Barbara are declared to be disaster service workers subject to such disaster service. Activities as may be assigned to them by their superiors or by law.
BENEFITS: The County of Santa Barbara offers generous benefits. For information, click In addition, applicants from other public sector employers may qualify for:

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