Contracts Administrator - Behavioral Health

Description

Under general direction, plans, organizes and coordinates contracts, memorandums of agreement, grants, and board letters as part of the Behavioral Health Department Provider Network Management Team.

The ideal candidate will be analytical, able to handle a large workload under tight timelines, a skilled negotiator, and will demonstrate creativity and resourcefulness in identifying opportunities for value and cost savings. Further, the ideal candidate will have extensive experience working in a large agency where they managed contract based fiscal and operational management related issues such as: contract negotiation, contract/grant/report writing, budget administration, contract and grant administration, contractor performance monitoring, customer service support, board letter development and management, and request for proposal (RFP) development and management.

PAYROLL TITLE: Program Administrator I/II/III

APPROXIMATE SALARIES
Program Administrator I $2,771.07 - $3,879.87 Biweekly
Program Administrator II $3,103.84 - $4,345.81 Biweekly
Program Administrator III $3,249.50 - $4,549.75 Biweekly

DEPARTMENT/AGENCY: Health Care Agency - Behavioral Health

EDUCATIONAL/BILINGUAL INCENTIVE: Incumbents may be eligible for educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

Program Administrator I, II, and III are Management classifications and are not eligible for overtime compensation. Incumbents in these classifications are eligible for benefits at the MB4 level.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies for these positions only. There are currently two (2)Regular vacancies.

NOTE: If appointed at the lower level, incumbents may be promoted to the higher level without further exam upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.

TENTATIVE SCHEDULE
OPENING DATE: 4/14/25
CLOSING DATE: 4/29/2025 at 5:00 p.m.

Examples Of Duties

Duties may include, but are not limited to the following:

• Manages the execution and administration of a wide variety of contracts and grants for the Behavioral Health Department;
• Negotiates contract costs as well as terms and conditions to ensure contract value and service delivery is maximized;
• Monitors contract outcomes and outputs to ensure that the contractor is performing in accordance with contract terms and expectations;
• Conducts contract budget projections and assists with annual contract budget development process;
• Completes grant administration for the department and oversees all associated grant management functions;
• Identifies opportunities for improvement and prepares and presents contract and grant related recommendations to management;
• Researches, analyzes, prepares and edits reports and correspondence regarding technical contract and grant issues;
• Prepares board letters to be presented to the Board of Supervisors and manages workflow process up to final approval and execution of agreements or board item subject;
• Assists with, develops, reviews and revises policies and procedures related to contracts and grants to ensure operational efficiency and cost effectiveness;
• Consults with County administrators and legal counsel regarding the interpretation of laws and regulations related to procurement and/or contract terms and conditions;
• Develops request for proposal (RFP) solicitation documents and manages RFP processes for the Behavioral Health department;
• Collaborates with other County agencies to execute contracts and purchase orders;
• Attends meetings to identify issues and make recommendations regarding changes in processes/procedures/contract terms;
• Makes presentations to management and policy makers regarding contract issues and provides recommendations for corrective action;
• Serves as a liaison to contractors providing technical support and customer service;
• Manages recordkeeping systems related to contract administration activities; and
• Performs other related duties as required.

Typical Qualifications

These are entrance requirements to the exam process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING and EXPERIENCE

Any combination of education and/or experience equivalent to a Bachelor's Degree in Public Administration, Health, Business Administration, or a related field and experience working with contracts, grants, and RFPs. Examples of qualifying experience would include:

Program Administrator I: Relevant Bachelor's degree and one (1) year of relevant work experience.

Program Administrator II: Relevant Bachelor's degree and at least two (2) years of relevant work experience.

Program Administrator III: Relevant Bachelor's degree and at least four (4) years of relevant work experience.

Necessary Special Requirements:
Relevant work experience in the following:

• Contract and grant administration, including negotiation, writing, and performance monitoring
• Budget and fiscal management by overseeing budget administration and identifying cost-saving opportunities
• RFP Development and managing the creation and execution of RFPs

DESIRED:

• Customer services as it relates to grant administration
• Working with diverse groups of stakeholders

Work experience may be substituted for education on a year-for-year basis

Knowledge, Skills, and Abilities:

Working knowledge of:

• the principles and techniques of program and project management
• contract and budgetary preparation and analysis
• fiscal management
• organization and staffing
• administrative application of data processing
• public relations and customer service support
• personnel administration as applicable to allocated level and program

Ability to:

• analyze administrative and fiscal issues
• resolve issues satisfactorily and in a timely manner
• prepare a variety of written reports and recommendations
• speak effectively in public and with the public
• plan, organize, and supervise the work of others within established deadlines

Skill in:

• public speaking and delivering presentations
• communicating clearly and effectively orally and in writing
• developing RFP solicitation documents, including describing the scope of work, vendor requirements, and proposal submission guidelines
• building and fostering collaborative relationships with stakeholders, promoting teamwork despite differences in opinion or background

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Tuesday, April 29, 2025.

To apply online, please refer to our website at www.ventura.org/jobs . If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Note to Applicants: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.

LATERAL TRANSFER OPTION: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here for additional information.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this exam at the time of filing. The supplemental questionnaire may be used throughout the exam process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

COMPARATIVE SCREENING - Qualifying:If there is a high number of qualified applicants, a comparative screening will be conducted to determine which of the applicants will be selected for invitation to the oral examination. Applications will be evaluated and ranked according to criteria that most closely meets the needs of the department, so it is essential that applicants provide as much detail as possible and answer all parts of the application and supplemental questions.

NOTE: It is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence.

ORAL EXAMINATION - 100%: A job-related oral examination will be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: If there are three (3) or fewer qualified applicants, an examination may not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

Applicants successfully completing the exam process may be placed on an eligible list for a period of one (1) year.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record may be required for this position.

For further information about this recruitment, please contact Nathan Wood by e-mail at nathan.wood@ventura.org or by telephone at (805) 677-5232.

EQUAL EMPLOYMENT OPPORTUNITY
The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

MANAGEMENT

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Codes: MB3, MB4, MS, MT, MCC, MU

Closing Date/Time: 4/25/2025 5:00 AM Pacific

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• County of Ventura

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