Contract Management Analyst- Extra Help

City-of-Oxnar; Oxnard (CA); On-site; USD 25,000 - 39,000; Part time

Job summary

The City of Oxnard is seeking an Extra-Help Contract Management Analyst in Public Works, Administration. The role focuses on processing procurement for public projects, preparing solicitation documents, and ensuring compliance with state laws.

Responsibilities include coordinating bid processes, maintaining records, and working independently to meet tight deadlines. The position is temporary and mainly on-site, with a strong emphasis on accuracy and customer service.

Qualifications

• Associate’s degree (or 60 units) in business administration, finance, accounting, or related field with 4 years paraprofessional-level experience.
• Bachelor’s degree in business administration, finance, accounting, or related field with 2 years paraprofessional-level experience.
• Must be able to effectively communicate in English, both orally and in writing.

Responsibilities

• Receive documents for solicitation requests; review for completeness and assist in preparing bid documents.
• Check the city’s eProcurement site daily for questions and coordinate responses with the project manager.
• Set up pre-bid meetings and vendor presentations.
• Collaborate with Legal to ensure solicitations comply with California Public Contract Code and state laws.
• Maintain procurement and contract files; keep records organized and meet deadlines.

Skills

Attention to detail

Organizational skills

Customer service

Writing skills

Education

Associate’s degree in business admin/finance/accounting

Bachelor’s degree in business admin/finance/accounting

Job description

The City of Oxnard’s Public Works, Administration Division, is seeking an Extra - Help Contract Management Analyst with strong attention to detail, excellent organizational skills, and a focus on customer service to be a part of the team. This position will perform duties related to the public project procurement processes for the city. Under direction, performs a variety of technical and complex solicitation work, which includes independently developing and preparing solicitation documents and construction contract agreements related to public projects for the City, including posting of solicitations, attending pre-bid meetings, and performing related duties as assigned. Must possess excellent writing and customer service skills, and have the ability to work independently to research and develop complex solicitation documents under tight deadlines.

WHAT YOU'LL DO:

• Receive documents from departments for solicitation requests, review and verify all documents for completeness, assist Contract Analysts in preparing and creating bid documents.
• Check City’s eProcurement website daily for questions that come in from open solicitations and reach out to the project manager to provide responses.
• Set up pre-bid meetings (job-walks), scheduling vendor presentations.
• Collaborate with our Legal Office regarding applicable laws to ensure all solicitations conform to State laws, including California Public Contract Code (PCC).
• Maintain electronic and hardcopy procurement and contract files, ensuring completeness
• Ability to work independently, keep records organized, and assist with meeting deadlines.

PAYROLL/CLASSIFICATION TITLE:

ZTemp-Administrative Services Analyst

DISTINGUISHING CHARACTERISTICS:

This classification is distinguished from the Administrative Services Coordinator/Support Supervisor in that it performs professional financial, managerial and/or operational analysis work and/or provides professional program analysis, evaluation, and administration.

SUPERVISION EXERCISED / SUPERVISION RECEIVED:

Incumbents may serve as a lead worker, assigning work and monitoring work completion. Receives general supervision and is expected to prioritize work to meet deadlines and to keep the supervisor informed of issues that would impact achievement of a deadline, organization policy or procedure, or in consideration of risk management and procedures, and receives specific work instruction regarding non-routine matters and deadlines.

PLEASE NOTE:

Extra-Help positions are not expected to last more than 960 hours. Under the terms of the City's benefits plan and policies, this position is not eligible for benefits due to the short duration of employment. In this position, employment with the City of Oxnard is at will, and those selected for temporary placement retain the option, as does the City of Oxnard, to end employment at any time, with or without notice and with or without cause. The City does not offer hybrid or remote work.

These class specifications represent 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 procurement may be responsible for:

• Coordinating the purchase of equipment, services, supplies or materials for the city;
• Developing specifications and solicitations;
• Evaluating and recommending action on bids and proposals;
• Receiving and processing requisitions;
• Preparing, evaluating and recommending action on bid documents;
• Administering cooperative purchasing agreements;
• Negotiating contracts;
• Assisting with preparation of specifications, proposals, evaluations and awards;
• Coordinating disposition of surplus property;
• Developing and maintaining vendor relationships;
• Ensuring compliance with policies and procedures.

The following are the minimum qualifications necessary for entry into each 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 of paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or an Administrative Services Specialist, Senior with the City of Oxnard in purchasing in a governmental setting; OR
• Bachelor’s degree in business administration, finance, accounting, or a related field, and two (2) years of paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or Administrative Services Specialist, Senior with the City of Oxnard in purchasing in a governmental setting.

OTHER REQUIREMENTS:

• Must be able to effectively communicate in English, both orally and in writing.

Extra Help employees are "at-will" and are not provided any benefits other than those required by state or federal law.

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application.

The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments. The eligibility list established from this recruitment is to fill this position only.

NOTE:

For most positions, the City of Oxnard relies on office automation (Microsoft Office/Google) and web-based enabled tools. Candidates must be proficient and comfortable with computer use to perform functions associated with ongoing work.

Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions.

Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis.

Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them.

This position is not governed by the overtime provisions of the federal Fair Labor Standards Act and is not eligible for overtime pay.

EQUAL OPPORTUNITY:

The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants. We do not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, medical condition, disability, or sexual orientation.

REASONABLE ACCOMMODATION:

The City of Oxnard makes reasonable accommodations for individuals/people with disabilities. If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing no later than the filing date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.

LEGAL REQUIREMENT:

On the first day of employment, new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended. The City participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended. The City participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended. For more information on E-Verify, please contact DHS. 888-897-7781 dhs.gov/e-verify

If you have any questions regarding this recruitment, please contact Susie Morales at [e-mail].

NOTE:

The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.