Contracts Staff Assistant

Job Description:

Contracts Staff Assistant

Description

CAREER DESCRIPTION

CONTRACTS STAFF ASSISTANT

(Staff Assistant)

SALARY INFORMATION


This position is scheduled to receive salary range increases on the following dates:

Effective June 27, 2025 - 4.00% increase

Salary may be negotiable within the range listed above, based on position requirements and successful candidate's qualifications, subject to appropriate authorization.

OPEN TO THE PUBLIC

This recruitment will establish an open eligible list and will be used to fill current and future Staff Assistant vacancies with this specialty within the County of Orange. This recruitment may also be used to fill positions in similar and/or lower classifications.

DEADLINE TO APPLY

This recruitment will be open for a minimum of five (5) business days and will remain open until Wednesday, November 20, 2024 at 11:59 PM (PST).

OC PUBLIC WORKS
OC Public Works (OCPW) provides services on a regional basis to unincorporated areas, cities, and other County agencies and departments. The primary mission of the department is to protect and enrich the community through the sustainable delivery of projects and services. OC Public Works’ guiding principles are safety, integrity, quality, teamwork, and adaptability.

OCPW is a unique County department comprised of ten service areas: Administrative Services; Agricultural Commissioner/Sealer of Weights & Measures; OC Construction; OC Development Services; OC Environmental Resources; OC Fleet Services; OC Facilities Design & Construction; OC Facilities Maintenance; OC Infrastructure Programs; and OC Operations & Maintenance.

For more information on OC Public Works click here.
For more information on the County of Orange click here .

THE OPPORTUNITY
The Contracts Staff Assistant provides excellent customer service and administrative support to the Facilities Maintenance unit within OCPW. The incumbent is also required to possess experience in processing a high volume of invoices. This role will be responsible for supporting general finances, contract administration, procurement, accounts payable, and other duties as needed.

Job duties include but not limited to:

• Administer and support the purchase order and encumbrance management process utilizing internal and external County finance applications
• Analyze contract terms and review vendor performance
• Audit invoices and address discrepancies to ensure accuracy and prompt payments
• Reconcile vendor statements against invoices, purchase orders, contracts, and work orders
• Receive maintenance service requests via phone, email, and web based portal
• Process and route service requests to appropriate work groups and service areas
• Interact with external parties and all levels of staff including OCPW Management, Auditor Controller, and Budget

DESIRED QUALIFICATION & CORE COMPETENCIES

The successful candidate will demonstrate at least one (1) year of experience relating to contract administration, and at least six (6) months accounts payable experience.
In addition, the ideal candidate will possess knowledge and experience in the following core competencies:

Technical Experience & Knowledge

• Knowledge and experience in processing invoices or accounts payable
• Knowledge in processing commodity and service based contracts
• Ability to analyze, organize and present data through various reporting tools
• Supporting solicitations and contract management in the public sector
• Proficient in using Microsoft Word, Excel, Outlook, Teams and PowerPoint on a proficient level

Communication Skills

• Providing excellent customer service to external and internal stakeholders, such as County agencies/departments, management, consultants, contractors, and the public
• Using diplomacy when dealing with challenging situations and/or people
• Communicating effectively by presenting thoughts, ideas, information, and messages clearly, concisely, logically, and persuasively both orally and in writing with correct punctuation and spelling

Organization | Planning Skills

• Demonstrates ability to address issues proactively and ensure work is completed in a timely manner
• Demonstrates ability to keep accurate written records; ability to maintain accurate reports and prepare a budget estimate based on anticipated needs for equipment, materials, personnel and supplies
• Ability to multitask and work under a high volume
• Handling and adjusting to changing deadlines and assignments

Problem Solving | Analysis

• Demonstrates ability to identify, research, evaluate, estimate, accurately interpret, and apply technical data and policy information
• Demonstrates ability to analyze and review contract specifications, invoices, and other documents
• Demonstrates ability to use sound reasoning and logical judgment to arrive at conclusions and find alternative solutions to complex problems
• Applying critical thinking and collaborative approaches, identifying problems, and making recommendations to improve various work processes

MINIMUM QUALIFICATIONS
Click here to view the minimum qualifications for Staff Assistant.

RECRUITMENT PROCESS
Human Resource Services (HRS) screens all application materials for minimum and/or desirable qualifications. After screening, applicants who meet the minimum and/or desirable qualifications will be referred to the next step in the recruitment process. All applicants will be notified via email of their status in the process.

Structured Oral Interview | SOI (Weighted 100%)
Candidates will be interviewed and rated by a panel of job knowledge experts. Each candidate's rating will be based on responses to a series of structured questions designed to elicit the candidate's qualifications for the job.

Based on the Department's needs, the selection procedures above may be modified. Candidates will be notified of any changes in the selection procedures.

Eligible List
Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to selection interview to be considered for present and future vacancies.
Veterans Employment Preference
The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click here to review the policy.

ADDITIONAL INFORMATION

Effective April 3, 2023, it is strongly recommended that County employees working in health care settings and correctional facilities follow vaccination and booster guidelines provided by the California Department of Public Health (CDPH) and the Centers for Disease Control and Prevention (CDC). Please click here to see the latest guidance for more details.

EMAIL NOTIFICATION
Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account.

NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply.

Candidates will be notified regarding their status as the recruitment proceeds via email through the GovernmentJobs.com site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "governmentjobs.com" and "ocgov.com." If your email address should change, please update your profile at www.governmentjobs.com .

FREQUENTLY ASKED QUESTIONS
Click here for additional Frequently Asked Questions.

Questions? For specific information pertaining to this recruitment, contact Sarah Correa at 714-667-9667or by email at sarah.correa@ocpw.ocgov.com

EEO INFORMATION

Orange County, as an equal employment opportunity employer,
encourages applicants from diverse backgrounds to apply.

Non-Management Benefits
In addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidays--we also offer an excellent array of benefits such as a Health Care Reimbursement Account, 457 Defined Contribution Plan and Annual Education and Professional Reimbursement. Employees are provided a Retirement Plan through the Orange County Employees Retirement System (OCERS).

Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits.
http://www.ocers.org/active-member-information

Click here for information about benefits offered to County of Orange employees.

Closing Date/Time: 11/20/2024 11:59 PM Pacific

Salary:

$54,100.80 - $72,529.60 Annually