Contracts Administrator

at  City of Oxnard

The City of Oxnard’s Housing Department is seeking a 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.

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

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

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.