County of Alameda

DESCRIPTION

Under administrative direction, the Probation Contracts and Grants Administrative Manager is an interchangeable management position responsible for overseeing either the Alameda County Probation Department’s Contracts Management and Auditing Unit or the Alameda County Probation Department’s Grant Management Program.  Incumbents in this classification will be involved in planning, coordinating, supervising and reviewing the work of subordinate staff; instituting performance measurement standards; managing contractor performance and compliance across multiple complex service areas, and/or coordinating the grants management program for the Alameda County Probation Department (ACPD); and, performing related work as assigned.    

DISTINGUISHING FEATURES  

This classification, specific to the ACPD, that has responsibility for both administrative and technical supervision of professional and clerical staff in the performance of all, including the most complex contracting, contract performance and compliance, and grant management activities.  This classification requires comprehensive knowledge of all internal and external Probation programs and community resources, as well as expertise in quantifying and evaluating, use of evidence-based practices and the examination of performance measurement standards; grants management and administration, and contract compliance monitoring, ensuring they fall within federal, state, and local statutes and guidelines.  The incumbents will direct and supervise the grants and contract compliance programs, including files, databases, knowledge of contractual language and insurance requirements, online research and resources, and partnership building.  

EXAMPLES OF DUTIES

NOTE: The following are some of the duties performed by employees in this classification.  However, the employee may perform other related duties at an equivalent level.        

1.  Plans, organizes, directs, and evaluates the contracting functions of the ACPD.  Reviews and advises on the progress of contract executions and contract compliance.

2.  Manages the contract and auditing programs; establishes benchmarks and performance measures for the ACPD as well as CBO’s and contract service providers, ensuring compliance with contract provisions and funding source regulations; and, recommends and implements procedural and operational changes to maximize service delivery and revenue reimbursement.

3.  Supervises the work of subordinate staff and oversees their activities to independently create, design, develop, negotiate, execute and monitor grants and corresponding contracts for direct client service delivery programs where such services are provided by community-based organizations (CBOs), contract service providers and/or County staff in a wide variety of service areas.

4.  Interviews, selects, trains, evaluates and recommends disciplinary action or accolades, as appropriate, for subordinate staff. 

5.  Represents the ACPD and confers with other County departments and external vendors regarding requirements of proposed programs and/or services, budget expenditures, development of specifications, interpretation of contract language and insurance requirements; contractor performance measures, and, reviews specifications and resolves departmental and vendor problems that cannot be resolved at a lower level.

6.  Recommends and helps formulate policies, methods, and procedures to the Assistant Chief Probation Officer, Finance and Contracts Director, or Assistant Director, Finance and Contracts; interprets and enforces departmental policy, rules and regulations governing purchasing activities with departmental and County personnel and vendors; and, provides advice on procedures when required.

7.  Conducts meetings with representatives of County departments, managers, vendors, and/or contractors to discuss technical requirements of proposed purchases and/or services; and reviews specifications and resolves departmental and vendor problems that cannot be resolved at a lower level.

8.  Plans, organizes, directs, and evaluates the grant program functions of the ACPD, and reviews and advises on grants work progress.

9.  Supervises subordinate staff and oversees their activities to independently create, design, develop, negotiate, execute and manage grants for family reunification, reentry, and rehabilitation related services.  The incumbent may handle the most complex, high profile and controversial grant programs directly.        

10.  Manages the grants management program; establishes benchmarks and performance measures for the ACPD as well as grant partners, ensuring compliance with grant requirements, performance and accountability measures are monitored and met; and, recommends and implements procedural and operational changes to maximize service delivery and revenue reimbursement.

11.  Manages all ACPD grant applications, and provides guidance and direction to staff in support of the grant application review process, including summary data and reports on grant applicant pools.

12.  Prepares and issues grant agreements, monitors grant agreements for compliance, reviews for accuracy, and authorizes appropriate payment of grants.

13.  Oversees the development and implementation of grants management systems, including online files, databases, grants processing protocols and procedures, and is responsible for ongoing maintenance and refinement of those systems.

14.  Facilitates meetings, focus groups, and other gatherings involving grant recipients and/or contractors.

15.  Facilitates meetings, makes presentations to ACPD management, CBO’s and other groups as required; prepares reports, recommendations, and correspondence.

16.  Works closely with GSA staff on complex negotiations, actions required to resolve protests, and the interpretation and implementation of legal aspects of procurement.

17.  Analyzes existing departmental products, requisitions, past purchases and intended uses; enacts changes to leverage best practices.

18.  Oversees fund development activities, and assists with budgeting, accounting and leveraging administration.  

MINIMUM QUALIFICATIONS

Education:

Possession of a Bachelor’s degree from an accredited four-year college or university (180 quarter, or 120 semester, units), with major coursework preferably in business or public  administration, nonprofit management planning, criminal justice, or a social science. 

AND   

Experience:

The equivalent of four (4) years of full-time increasingly responsible experience in  purchasing, contract administration, compliance monitoring projects, procedural and fiscal studies, community outreach, as an agency primary lead for contracts or grants administration, management planning, contracting, and/or grants administration in the administration of a correctional or social services program.

The equivalent of up to two years of experience as a Probation Specialist or a Fund Development and Grant Specialist working in the Alameda County Probation Department classified service, may be substituted on a year to year basis for outside experience and education.  

NOTE:  The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE:    The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

·  Purchasing Rules, Regulations (Local, State, and Federal), and Policies.

·  Current market conditions affecting price trends and availability.

·  Management principles and practices, including work planning and evaluation, supervision and resource allocation for a large public agency.

·  Grants management.

·  Contract administration.

·  Computer applications related to the work.

·  Research and report preparation.

·  Principles of administrative analysis.

·  Budgeting and financial recordkeeping.

·  Principles of public administration.    

Ability and Skill to:

·  Analyze information such as bids and proposals from vendors and/or contractors, purchasing contracts and program trends in order to make complex decisions and/or recommendations.

·  Prioritize, plan, manage, evaluate, and review the work of subordinate staff.

·  Deal courteously and effectively with individuals from diverse backgrounds, including staff, County representatives, vendors, and contractors.

·  Speak clearly and effectively, in order to give oral instructions, answer questions and explain work-related information to others.

·  Listen, elicit information, and present information in a formal or informal work related environment.

·  Compose job related materials, such as reports, memos, and bid proposals in a clear, concise, and understandable manner.

·  Use a PC to access information from a database, website, and communicate via e-mail.

·  Research, extract information, and utilize word processing and spreadsheet software to prepare correspondence, written reports, and document other forms of communications.

·  Maintain and refine administrative systems including file and database systems.

·  Communicate orally and in writing.

·  Collect, compile, analyze and summarize varied information, propose and consider alternatives and resource sound conclusions.

·  Explain and apply regulations and procedures in varying situations.

·  Review documents for completeness, accuracy, appropriate authorization and compliance with regulations and procedures.

·  Plan and organize work and meet critical deadlines.

·  Exercise management control.

·  Prepare budget analyses.

·  Plan, assign, direct and review the work of others on a day-to-day basis.

·  Establish and maintain effective working relationships with those contacted in the course of the work. 

CLASS SPEC HISTORY

New spec:  6076

IC:jf  3/28/2018

CSC Date: 6/20/18  

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.