Contract Specialist

Current employees: Please apply through the employee portal to be considered for this opportunity.

Pay Range:

$35.88 - $43.99 Hourly

Department:

Department of Community Justice (DCJ
)

Job Type:

Regular Represented

Exemption Status:

United States of America (Non-Exempt)

Closing Date (Open Until Filled if No Date Specified):

Novemb
er 17, 2024

The Opportunity:

OVERVIEW

This Work Matters! Are you a grant and contract expert who is passionate about community service? Are you a contract manager who is dedicated to public safety? If you answered yes, then this opportunity is for you!

This position is responsible for management and support tasks associated with contracts and spending for programs funded through Multnomah County's Local Public Safety Coordinating Council (LPSCC). This position actively engages with LPSCC and DCJ administrative and fiscal subject matter experts to aid in the development and management of the budgeted contracts and provider payments. This includes preparing, developing, and monitoring LPSCC contracts for services and supplies, as well as ensuring provider contract budgets, financial contract components, and invoices meet applicable fiscal compliance requirements.

Come Find Your Why? (video)

Primary responsibilities include:

Procurement, Contract Development, and Contract Management

• In accordance with county, state, local and federal requirements, and rules process, develop and negotiate contract terms and conditions, deliverables and all other items needed to develop Strategic Sourcing contracts and other written agreements
• Manage a contract portfolio to ensure contract related documents including but not limited to program instructions, budgets, training, and other tracking and reporting methods are in place for each contracted agency.
• Prepare and process all Strategic Sourcing initiative related non-competitive procurement authority requests including formal and informal exemptions
• Conduct formal and informal sourcing events in support of Strategic Sourcing Initiatives
• Manage revenue agreement processing for LPSCC programs.
• Review, negotiate and approve contract budgets for contracted agencies in partnership with LPSCC staff.
• Initiate contracts process within the Enterprise Resource Program, utilizing the Action Request Form and Contract Request Form.
• Monitor contract term dates, ensure timely renewals, or development of new contracts timely to maintain services.
• Draft and process requests for contracts/amendments.
• Understand and interpret term and condition clauses that pertain to liability, indemnification, warranty, and liquidated damages
• Monitor insurance requirements and ensure insurance policies and certificates are maintained and current in compliance with contract terms
• Participate in Strategic Sourcing initiatives and collaborate with programs, departments, stakeholders, committees, work groups, and task forces

Invoice and Monitoring

• Develop and maintain computer-based contract and invoice tracking systems.
• Manages LPSCC program needs through all phases of the accounts payable life cycle, from contract and purchase order creation to invoice review.
• Provides DCJ AP staff with appropriate invoice approvals and coding.
• Notifies LPSCC staff of significant or recurring issues related to provider invoicing and makes recommendations for improvement.
• Review, submit and track invoices to ensure fiscal compliance.
• Monitor expenditures; monitor and review payment authorizations in relation to LPSCC funding.
• Analyze data and prepare operational and/or technical reports for use in program support and evaluation.
• Investigates, researches, and audits program fiscal activities to ensure compliance with laws and regulations, financial integrity of transactions, operations, or financial solvency.
• Works with LPSCC staff and providers to resolve issues with individual invoices and supporting documents.
• Performs spending tracking against budget constraints.
• Collaborates with DCJ grant accountant on grant funded contracts and payables.
• Works with DCJ and LPSCC fiscal and program staff to ensure payments are processed and expenditures are posted within established deadlines.

General Fiscal Program Responsibilities

• Serving as the financial liaison between LPSCC and the Department of Community Justice (DCJ), this will bridge both organization's public safety efforts through contract development, contract management, and spending.
• Closes Purchase Orders and coordinates year-end activities in relation to LPSCC and DCJ business operations.
• Meets regularly with LPSCC coordinators and leadership to stay abreast of current and future needs.
• Exercises professional judgment and problem-solving skills to to perform contracting and financial functions that are not explicitly described by available written policies, procedures, and regulations.
• Prepares ad hoc financial reports as requested by management or DCJ grant accountant, and makes recommendations based on this analysis.
• Analyzes operations, financial commitments, and obligations; develops trend analysis to project future revenues and expenses; provides consultation and recommendations to management.
• Plan, conduct, and lead field, and/or in-depth program financial examinations of financial information in order to prepare financial reports.

WORKFORCE EQUITY

At Multnomah County we are committed to maintaining an effective, respectful and inclusive workplace. We value collaborative problem solving and strive for continuous improvement. We strongly believe in workforce equity, diversity and inclusion. Visit our Workforce Equity Strategies Plan (WESP) to see where Multnomah County is headed with these values.

DEPARTMENT OF COMMUNITY JUSTICE

Vision ~ Community Safety through Positive Change

The Department of Community Justice (DCJ) is recognized as a national leader in both adult and juvenile community justice. DCJ routinely consults and makes use of evidence-based practices in our program and policy development. The Department's commitment to data-informed decision-making has led DCJ to make smart investments of taxpayer dollars in supervision, sanctions, and services for the county's highest risk and highest need justice-involved individuals. DCJ makes long-term investments in its employees through the provision of education and training. The Department believes that in order to enhance public safety we must work collaboratively with the judiciary, law enforcement, schools, treatment agencies, and the community.

The Department shares information with community members, partners, and staff to keep communities safe by preventing and reducing crime and routinely evaluating which local policies support best practices. DCJ operates 24 hours a day, with nearly 650 regular, on-call, and temporary employees. The Department supervises justice-involved individuals and those defendants requiring pretrial services. DCJ's Juvenile Services Division operates the Donald E. Long Juvenile Detention Facility and is responsible for youth on formal and informal community supervision.

More general information about the Department of Community Justice including our mission, vision, and strategies can be found at: www.multco.us/dcj.

The Department of Community Justice's Strategic Plan (Executive Summary and Full report) can be found at: https://multco.us/file/68223/download.

Serving the Public, Even During Disasters

Everyday, Multnomah County staff work together to serve as a safety net for our communities. During a disaster, this safety net becomes even more critical. All County employees have a role in serving the public during inclement weather, natural disaster, or other types of community emergency response. During these emergency responses, while typically there begins with a call for volunteers, county employees may ultimately be reassigned from their current position to a role in the emergency response in order to support the critical needs presented by our communities. For more information, please visit the Disaster Service Worker Information page.

Internal candidates: After you have applied, you will receive an acknowledgement task and the Oregon Veteran Preference Questionnaire in your Workday inbox. Your application as an internal candidate is not complete until you complete and submit these tasks in Workday.

TO QUALIFY

We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific about how your background is relevant. For details about how we typically screen applications, review our overview of the selection process page.

Minimum Qualifications/Transferable Skills*:

• One year of direct relevant experience with contract management and program development, including drafting and negotiating contract language and related documents for the provision of services.
• Bachelor's Degree from an accredited college or university with major coursework in the areas of Business, Finance, Contracts Law, Contract Management, Public Administration or a related field or equivalent practical and relevant experience.
• Must pass a thorough background investigation which includes, but is not limited to a review of applicant's criminal, civil, driving, military, educational and employment history prior to employment.

Preferred Qualifications/Transferable Skills*: You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider some or all of the following when identifying the most qualified candidates. Please clearly explain on your application how you meet any of the following preferred qualifications/transferable skills.

• A Contract Management certification
• Experience in public sector procurement methods, systems and processes specifically related to provider and professional services.
• Transferable skills: Your transferable skills are any skills you have gained through education, work experience (including the military) or life experience that are relevant for this position. Be sure to describe any transferable skills on your application and clearly explain how they apply to this position.

SCREENING AND EVALUATION

The Application Packet: Please be sure to provide all the materials below in your application submission:

• Online application: Explain all related experience (paid or unpaid) and training in the education and work experience sections of the application.
• Attach a resume: Please indicate how you meet the required minimum qualifications. Attach the document to the on-line application. Be sure to explain in detail, including dates, all related work experience, paid or unpaid.
• Cover Letter (optional): Please explain why you are applying for this position and describe your leadership experience in a public safety setting or in a human services setting.

The Selection Process: For details about how we typically screen applications, review our overview of the selection process page. We expect to evaluate candidates for this recruitment as follows:

• Initial review of minimum qualifications
• An evaluation of application materials to identify the most qualified candidates
• Consideration of top candidates/Interviews
• Must pass a thorough background investigation which includes, but is not limited to a review of applicant's criminal, civil, driving, military, educational and employment history prior to employment.

Holiday Recruitment Schedule: Please note that due to the holiday season, some of our processes may be delayed. We will do our best to communicate our timelines throughout the process.

Equal Pay: Please be advised that the pay range listed for this position is intended to provide general guidance on the earning potential for the role. However, actual compensation will be determined in accordance with the Oregon Equal Pay Law and will take into account factors such as the candidate's relevant experience and education. Candidates should expect that initial offers will be made within the listed pay range and may not be at or near the top of the range.

ADDITIONAL INFORMATION

Type of Position: This hourly position is eligible for overtime.

Type: Represented

FLSA: Non-Exempt

Schedule: Monday - Friday, 40 hours per week

Location: Juvenile Justice Complex @ 1401 NE 68th Ave, Portland OR 97213

Telework (Remote): This position is eligible for hybrid on-site/telework subject to the Multnomah County Telework Policy and based on the Department's business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington.

Multnomah County offers a comprehensive benefit package to all eligible employees. A few highlights include:

• Health insurance (medical, dental, vision).
• Qualify for a defined benefit pension after five years of vesting; we pick up the employee's share of the retirement contribution (6% of subject wages).
• Generous paid leave (vacation, sick, parental, bereavement, military etc.)
• Life insurance, short-term and long-term disability insurance
• Optional deferred compensation and flexible spending accounts
• Access to a free annual Trimet bus pass
• Access to wellness resources
• Public Service Loan Forgiveness (PSLF). To learn more about PSLF please visit Public Service Loan Forgiveness (PSLF).

The eligible list established from this recruitment may be used to fill future full-time, part-time, regular, temporary, limited duration, and on-call positions. Application information may be used throughout the entire selection process. This process is subject to change without notice.

Diversity and Inclusion: At Multnomah County, we don't just accept difference; we value it and support it to create a culture of dignity and respect for our employees.

We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. The EEO Know Your Rights poster is available for your reference. Multnomah County is a VEVRAA Federal Contractor. We request priority protected veteran referrals.

Veterans' Preference: Under Oregon Law, qualifying veterans may apply for veterans' preference. Review our veterans' preference page for details about eligibility and how to apply.

Accommodation under the Americans with Disabilities Act: We gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please contact the recruiter below in advance to request assistance. Individuals with hearing or speech impairments may contact the recruiter through the Telecommunications Relay Service by dialing 711.

Questions?

Recruiter:

Joanne Campbell

Email:

joanne.m.campbell@multco.us

Phone:

+ 1 (971) 4012249

Application information may be used throughout the entire selection process. This process is subject to change without notice.

Disclaimer: This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract.

Job Profile:

6015 - Contract Specialist