Contracts and Compliance Specialist

With supervisor approval incumbents may be eligible for intermittent remote work; however they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

The Sacramento Fire Department is seeking a highly organized and motivated Contracts and Compliance Specialist. This position will work closely with both sworn and professional staff to provide procurement and contract support. Primary responsibilities include procurement sourcing events executing department contracts for goods and services and drafting staff reports as needed. This is an excellent opportunity for a detail-oriented professional who thrives in a dynamic environment and values teamwork communication and service excellence.

IDEAL CANDIDATE STATEMENT

The ideal candidate will have strong knowledge of contracts procurement and grants administration. They will have have strong skills and abilities in budget and statistical analysis interpreting department and City-wide polices and communication and managing multiple assignments and deadlines in a fast-paced dynamic environment.

Additionally the ideal candidate will have knowledge and/or experience with:
Managing procurement sourcing events for service and supply contracts;
Project management principles to track initiatives and deliverables;
Fostering a professional customer-focused and collaborative team culture through effective communication.

Under general direction the Contracts and Compliance Specialist is responsible for planning coordinating and administering all aspects of contract initiation processing monitoring and compliance. This class has primary responsibility for ensuring all of the departments contracts professional service and other related agreements comply with federal state city local and other laws regulations rules directives and procedures.

DISTINGUISHING CHARACTERISTICS

This advanced-journey level classification is populated with multiple incumbents with a single allocation in each department. This class serves as the recognized sole departmental contact for all contract compliance functions and is responsible for the development coordination and implementation of all departmental contracting policies and procedural protocol.

This class is distinguished from the journey level Administrative Analyst classification in that the latter is responsible for a variety of internal administrative functions of a department and the former has primary responsibility for compliance of all of the departments contracts professional service and other related agreements.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by a higher-level administrative or other management staff. Provides expert and/or lead person guidance to professional or support staff performing contract related duties or who are engaged in contract related projects. Responsibilities may include technical or functional supervision of lower level personnel.

• Plan prepare administer and monitor contracts professional service agreements master service agreements memorandums of understanding (MOU) and cooperative agreements.
  
• Act as the departmental compliance officer to ensure that all contracts and agreements conform to federal state local and other laws regulations rules directives and procedures.
  
• Review and process project pay request applications; review and ensure the accuracy of certified payroll records and initial labor compliance submissions for construction projects.
  
• Interpret and disseminate state federal and local regulations; act as the liaison with other government agencies regarding contract and labor compliance issues to ensure consistent receipt and dissemination of information; review pending legislation for impact on City project delivery and/or contracting practices.
  
• Prepare and advertise requests for proposals/qualifications for professional services and bid packages; analyzes bids for responsiveness project participation requirements and determination of lowest bidder.
  
• Coordinate hear and resolve complaints claims and protests related to contract and other agreements.
  
• Develop prepare and present written and oral utilization demographic and/or program reports.
  
• Conduct independent research and analysis of complex programs regulations directives and policy issues to prepare recommendations to management.
  
• Maintain statistical information.
  
• Respond to requests for information from the public.
  
• Provide exceptional customer service to those contacted during the course of work.
  
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

Knowledge of:

• State federal and local labor and/or contracting laws policies and procedures.
  
• State and federal funding programs and procedures.
  
• Principles of organization administration and project management.
  
• Administrative research techniques and data collection and evaluation methods.
  
• Principles of technical analysis and report writing.
  
• Competitive bid practices and procedures.
  
• Methods used in evaluating vendor capability and performance.

• Public speaking.
  
• Oral and written communication.
  
• Public contracting practices.
  
• Contract negotiation administration and monitoring.
  
• Basic computer applications and software.
  
• Developing/writing policies and procedures.

• Provide expert/lead person guidance to professional/support staff.
  
• Communicate effectively both orally and in writing.
  
• Work independently and cooperatively across departmental lines.
  
• Prepare concise and clear oral and written reports and contract documents.
  
• Analyze situations and develop effective solutions to complex problems.
  
• Develop and maintain positive working relationships with all internal and external customers.
  
• Understand interpret and apply complex rules and regulations.
  
• Collect organize and evaluate information.
  
• Identify alternate solutions and project consequences of decisions and recommendations.

PROOF OF EDUCATION

Should education be used to qualify for this position then proof of education such as but not limited to university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.

Please note the City of Sacramentos preferred method of communication with applicants is via e-mail. As such please ensure you verify the e-mail address on your application and check your e-mail frequently including your spam and junk e-mail notifications can also be accessed through the applicant inbox.

1. Application: (Pass/Fail) All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline;

• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
  • If applicants do not list current and past job-related experience in the duties area of the Work Experience section.Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
  • If see resume is noted in the Work Experience section; a resume will not substitute for the information required in the Work Experience section.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• Proof of education such as but not limited to university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.

2. Supplemental Questionnaire:(Pass/Fail) In addition to the City of Sacramento employment application all applicants must complete and submit online responses to the supplemental questionnaire to the City of Sacramento Employment Office by the final filing deadline;

• Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.
• Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.
• A resume will not substitute for the information required in the supplemental questionnaire.
• Possession of the minimum qualifications is not necessarily a guarantee for further advancement in the selectionprocess.

3. Screening Committee: (Pass/Fail) - All applications received by the final filing deadline will be forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications as stated on the job announcement for applications selected by the hiring department.

4. Interview Process:Human Resources will forward applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process.

5. Conditional Hire:Upon receipt of a conditional offer the selected candidate must complete and pass Live Scan/ applicable candidates may also need to pass a pre-employment medical exam controlled substance and/or alcohol test and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS:
For questions concerning this job announcement and the application process:

• Please visit for a comprehensive step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT contact Live Application Support at .
• Visit the City of Sacramento Human Resources Department website at an email to ; or
• Call the Human Resources Department at