Contracts Administrator

Salary : $64,267.01 - $117,294.74 Annually

Location : CA 93030, CA

Job Type : Full Time

Job Number : 3190-HD-2404-VM

Department : Housing

Opening Date : 04 / 02 / 2024

Closing Date : Continuous

Description

The City of Oxnard's Housing Department is seekinga Contracts Administrator to be part of the Compliance Division.

Primary responsibilities include, but are not limited to : administering funding agreements, loan portfolio management, affordable housing monitoring, and ensuring compliance with federal, state and local laws and regulations.

The ideal candidate will be an excellent communicator, detail oriented and have an understanding of a broad range of compliance fields.

This position reports directly to the Compliance Services Manager.

You're encouraged to apply even if your experience doesn't precisely match the job description.

WHAT YOU'LL DO :

• Draft, coordinate and oversee contracts and program activities to ensure compliance with local, state and federal requirements for the Housing Department
• Oversee and review procurement activities; monitor project invoices; monitor construction project budget items and reports, pay estimates, status reports, work reports, routine contract change orders, labor and equipment records, correspondence, routine calculations and quantities
• Coordinate and perform duties to ensure compliance with various environmental regulations, including but not limited to preparing National Environmental Policy Act (NEPA) and California Environmental Quality Act (CEQA)
• Ensure contract compliance with applicable federal and state regulations, including but not limited to prevailing wage labor laws, MBE / WBE, Section 3, and Section 504 businesses
• Monitor and ensure compliance with long-term homeowner and rental affordability covenants
• Oversee continued monitoring for the duration of the project performance period including processing, tracking and depositing developer payments, and maintaining the Housing Departments' Developer loan portfolio

Payroll / Classification Title : Administrative Services Analyst

DISTINGUISHING CHARACTERISTICS :

This classification is distinguished from the Administrative Services Coordinator / Support Supervisor in that it performs professional financial, managerial and / or operational analysis work and / or provides professional program analysis, evaluation and administration.

SUPERVISION EXERCISED / SUPERVISION RECEIVED :

Incumbents may serve as a lead worker, assigning work and monitoring work completion. Receives general supervision and is expected to prioritize work to meet deadlines and to keep the supervisor informed of issues that would impact achievement of a deadline, organizational policy or procedure or in consideration of risk management

WORK SCHEDULE : The normal work week is Monday through Thursday 8 : 00am to 6 : 00pm and alternating Fridays 8 : 00am to 5 : 00pm.

Depending on area of assignment staff may be assigned to a shift that is outside the standard work hours. This position may be required to be available to work additional hours in response to peaks in workloads and changes in department needs.

Essential Functions

This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.)

• Performs professional financial, managerial and / or operational analysis work and / or provides program coordination and administration of assigned area.
• Responds to inquiries from internal and external customers; conducts research, audits and / or assessments; provides information, guidance and materials in support of designated programs;

troubleshoots issues and resolves problems; and, provides project staff support, liaison services and / or general oversight to designated committees, external stakeholders or project teams.

Monitors and ensures compliance with policy, procedures, standards and / or regulations.

Gathers information, analyzes data, identifies requirements and trends, and presents findings; prepares, updates and maintains records, reports, presentations, marketing materials and databases;

provides recommendations and implements solutions in support of assigned area.

• Provides analytical support and coordination of special projects, as assigned.
• Performs other duties of a similar nature and level as assigned.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE :

Positions assigned to management analysis / program administration may be responsible for :

• Performing management analysis and policy support;
• Developing, designing, coordinating and implementing programs;
• Managing projects;
• Conduct financial analyses;
• Administering contracts;
• Preparing agenda items for City council and other boards and commissions;
• Compiling and analyzing data;
• Preparing complex reports;
• Representing the city in professional meetings and / or with other agencies;
• Writing grant applications;
• Conducting surveys;
• Recommending policies and procedures;
• Participating in the design of new and revised programs, systems, procedures and methods of operations;
• Coordinating and reviewing transactions;
• Planning and coordinating safety programs and emergency plans;
• Performing injury / accident investigations.

Minimum Qualifications

The following are the minimum qualifications necessary for entry into the classification :

EDUCATION AND EXPERIENCE :

• Associate's degree (or 60 units working towards a Bachelor's Degree) in business administration, finance, accounting or a related field, and four (4) years paraprofessional-level experience comparable to an Administrative Services Coordinator / Support Supervisor or an Administrative Services Specialist, Senior with the City of Oxnard in area of assignment; OR
• Bachelor's degree in business administration, finance, accounting or a related field, and two (2) years paraprofessional-level experience comparable to an Administrative Services Coordinator / Support Supervisor or Administrative Services Specialist, Senior with the City of Oxnard in area of assignment.

Depending on assignment, some positions may require a Bachelor's degree and may not substitute for an Associate's.

OTHER REQUIREMENTS :

Must be able to effectively communicate in English, both orally and in writing

General Information

APPLICATION PROCESS :

• Submit NEOGOV / Government Jobs on-line application.
• Complete and submit responses to the supplemental questions, if required.
• Upload resume, cover letter, proof of degree (transcript), or other requested documents.

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume.

Applications and / or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.

Cover letters and / or optional resumes are not accepted in lieu of a completed application.

The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments.

There is currently one (1) full-time vacancy within the Housing Department.

Selected candidate(s) must pass a thorough background investigation.

UNION MEMBERSHIP : Positions in this classification are represented by the Oxnard Mid Manager's Association (OMMA) .

NOTE : For most positions, the City of Oxnard relies on office automation (Microsoft Office / Google) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.

Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions.

Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis.

This position requires a 12 month probationary period.

Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them.

EQUAL OPPORTUNITY : The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants.

We do not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, medical condition, disability or sexual orientation.

REASONABLE ACCOMMODATION : The City of Oxnard makes reasonable accommodation for individuals / people with disabilities.

If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing no later than the filing date.

Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.

LEGAL REQUIREMENT : On the first day of employment, new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended.

The City participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.

S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.

Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, please contact DHS.

888-897-7781 dhs.gov / e-verify

If you have any questions regarding this recruitment, please contact Vivian Morales at vivian.morales@oxnard.org or (805) 200-5458.

NOTE : The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.

Retirement Contributions :

New members (as defined by PEPRA), 2% @ 62; "Classic" members 2% @ 55. The employee will be required to pay a portion of their annual earnings toward their retirement.

The City of Oxnard does not participate in social security.

Vacation / Annual Accrual Rates :

Leave accrual rates vary between 6.24 - 11.78 hours per pay period based on years of service.

Administrative Leave :

Management employees are not compensated for overtime worked. However, the department director may authorize up to 40 hours of administrative leave in one year.

Deferred Compensation :

The City contributes 1% to a deferred compensation program.

Bilingual Pay :

A regular full time employee may receive bilingual pay at the rate of $50.00-$100.00 bi-weekly depending on the Level the employee is required to provide bilingual services as determined by the City Manager or designee.

Health and Dental :

Employees can choose from a variety of medical plans provided by the City. The City's contribution to medical coverage is outlined below :

Level One - For employees hired before January 1, 2023, the City contributes $1,543.00 per month toward medical insurance premiums and an additional $74.

21 per month toward dental insurance premiums. Employees will receive cash back if the medical plan they choose is less than the City's monthly contribution of $1,543.

00 per month. Employees who waive medical insurance will receive cash back in the amount $1,243.00 per month provided they provide proof of other qualifying coverage.

Any unused dental premium monies are paid to the employee. If employees hired prior to January 1, 2023 make any changes to their health plan, they will be placed in level two.

Level Two - For employees hired on or after January 1, 2023, the City will contribute $1,863.00 towards medical insurance premiums with no cash back.

Employees who waive medical insurance will receive $500.00 per month cash back provided they show proof of other qualifying coverage.

The City will continue to provide $74.21 per month towards dental insurance.

Holidays :

The City observes 12 holidays per year

Life Insurance :

City employees receive Basic Life Coverage ($5,000) + AD&D ($10,000) + 1 times annual salary 100% paid by the City. Employees also have the option to purchase additional insurance.

Tuition Reimbursement :

Full-time employees are eligible for 75% reimbursement for work related coursework up to a maximum of $5000 per fiscal year.

Do you possess an Associate's degree (or 60 units working towards a Bachelor's Degree) in business administration, finance, accounting or related field?

Do you possess four (4) years paraprofessional-level experience related to contracts administration?

Do you possess a Bachelor's degree in business administration, finance, accounting or a related field?

Do you possess two (2) years paraprofessional-level experience related to contracts administration?

Please describe your experience with administering contracts. If you have no such experience, indicate "no experience".

Required Question