San Mateo County

Description

San Mateo County Health is seeking experienced individuals for the position of Contract Administrator II-Behavioral Health & Recovery Services, to coordinate and organize the development of contracts; prepare and evaluate scopes of work, negotiate, monitor and amend program contracts; manage contract and service provider relations; ensure compliance with contract requirements; prepare projections for program managers and in preparation for necessary contract amendments; provide program support and consultation to program staff in the areas of County contract policies; assist in the development and implementation of policies and procedures; act as a liaison to other County departments and partnering agencies; proof all documents associated with an agreement or amendment;; use independent judgment, strong administrative and analytical skills, excellent organizational/customer service skills; function as a key member of the team; and perform related work as required.

The current vacancy is in the Behavioral Health and Recovery Services (BHRS) Division located in San Mateo, but will occasionally travel/drive within the County to attend meetings and perform duties of the job. Partial remote work may be available after training.

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

• Coordinate the contract development and amendment process with departments, program managers, and other County departments, including securing appropriate signatures, distributing executed copies, and maintaining comprehensive contract files.
• Prepare draft contracts and review to ensure accuracy and completeness.
• Ensure contract compliance with County, state and federal requirements regarding insurance, credentials, and payment schedule among others.
• Prepare formal extensions and amendments to existing contracts.
• Prepare a succinct description of the contract in the required format for submission to executive management, County Manager's Office or Board of Supervisors.
• Create Request for Proposals (RFP), development and execution
• Serve as liaison to community organizations, other County departments, governmental agencies and the public to disseminate information.
• Collaborate with Contract Management Analyst to monitor contract agreements for fiscal compliance, and report requirements and possible amendments to program staff.
• Assist programs with the development of quality, evaluation measures and reporting requirements for each contract.
• Attend and participate in a variety of meetings and committees.
• Provide technical assistance and consultation to the related agencies, community groups and other interest groups.
• Maintain current knowledge of contract rules and regulations.
• Collaborate with Contract Manager to develop forms, contract templates and procedures.
• Perform related duties as assigned.

The ideal candidate will have:

• High level of experience in the development of contracts, negotiating terms, and the contract approval process.
• High level of motivation, energy, diplomacy and resourcefulness.
• High level of experience with planning and coordinating projects.
• Experience creating, developing and executing Request for Proposals (RFP).
• Excellent presentation skills with experience facilitating meetings for the purpose of presenting concise and accurate information to staff, providers, and/or internal leadership.
• Experience working with directors, managers, and other varying levels of authority.
• High level of proficient writing and editing skills; experienced in doing research to build scope of work, set minimum target levels, and develop performance measures.
• Knowledge of Quality Assurance Principals and how they are applied
• High level of experience in fostering and maintaining positive work relationships with internal staff and leadership, and external providers and community members.
• Excellent time management and problem-solving skills, with the ability to exercise independent judgment.
• Knowledge of HIPAA compliance regulations concerning confidential information storage as well as record retrieval of documents for a health environment and its remote locations.
• Ability to work independently with minimal supervision and instruction, as well as collaboratively as part of a team.
• Excellent attention to detail in the processing and execution of work.
• Familiarity with County of San Mateo community-based organizations and government agencies preferred.
• Excellent written and verbal communication skills. 

NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.

Qualifications

Knowledge of: 

• Principles and practices of public administration.
• Principles and practices of program areas to which assigned.
• Principles and practices of contract development, negotiation and monitoring, including budgeting and financial record keeping.
• Principles, practices and techniques of administrative and programmatic research and analysis. 
• Applicable federal, state and local laws, rules and regulations and County and program policies and guidelines. 
• Computer applications related to the work. 
• Office administrative practices and procedures, including records management and the operation of standard office equipment.

Skill/Ability to:

• Develop and evaluate proposals and negotiate contracts and agreements.
• Develop, monitor and analyze budgets and program performance.
• Plan, coordinate and implement administrative and programmatic research and analysis. 
• Analyze, interpret and apply various regulations and requirements.
• Train staff in work procedures and provide technical and programmatic assistance to staff and subcontractors.
• Establish and maintain effective working relationships with grantors, subcontractors, County staff, elected and appointed officials, the public and others.
• Communicate effectively, both orally and in writing.
• Compile, analyze and interpret data using research techniques; draw sound conclusions and prepare and present effective reports regarding findings and recommendations. 
• Exercise sound independent judgment within general policy and regulatory guidelines.
• Prepare clear and accurate reports, correspondence, procedures and other written materials.
• Organize and prioritize work and meet critical deadlines.
• Maintain accurate records and files.

Education and Experience:

Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

Contract Administrator II: Four years of professional level administrative or programmatic experience, primarily in the area of contract administration in a community services or related setting. 

Application/Examination

Open and Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, Confidential and Management extra help/limited term, SEIU or AFSCME represented extra-help/term position prior to the final filing date will receive five points added to their final passing score on this examination. 

A supplemental application form must be submitted in addition to our regular employment application form. A resume will not be accepted as a substitute for the required employment application and supplemental questionnaire.

The examination process will consist of an application screening (weight: Pass/Fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the 'Apply' button. If you are not on the County's website, please go to https://jobs.smcgov.org to apply. Online applications must be received by the Human Resources Department before midnight on the final filing date.

~ TENTATIVE RECRUITMENT SCHEDULE ~

Final Filing Date: October 2, 2023

Application Screening: October 4, 2023 

Combined Civil Service & Department Interviews: October 10 & 11, 2023 

San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically and linguistically diverse communities. The County of San Mateo is committed to advancing equity in order to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work. The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity and inclusion at all levels. We are proud to be an Equal Employment Opportunity Employer.

Talent Acquisition Contact: Yvonne Alvidrez (091823) (Contract Administrator II G248)

Please visit https://www.smcgov.org/media/100206/download?inline= for a complete listing of all benefits for this classification.

Benefits are offered to eligible employees of the County of San Mateo. All benefits are subject to change.

NOTE: Employees hired on or after January 1, 2013 may be subject to new Pension Reform retirement laws.

As an additional benefit, the County offers extensive training and development programs designed to improve skills and enhance career opportunities. Most programs are offered on County time at no cost to you.

County employees are also covered by the federal Social Security system and earn benefits for retirement based on salary and time worked.