State of California—Health
and Human Services Agency
Contracts & Purchasing
Services Section, Contracts Management Unit
This position requires the
incumbent maintain consistent and regular attendance; communicate effectively
(orally and in writing if both appropriate) in dealing with the public and/or
other employees; develop and maintain knowledge and skill related to specific
tasks, methodologies, materials, tools, and equipment; complete assignments in
a timely and efficient manner; and, adhere to departmental policies and
procedures regarding attendance, leave, and conduct.
The AGPA analyzes and coordinates the development of the more complex
contracts. Under general direction,
the AGPA has responsibility for independently providing technical guidance and
consultative assistance for the service contract and grant administration
functions of multiple departmental programs whose contract types are less
common and of greater complexity.
The AGPA’s responsibilities are accomplished by seeking occasional
supervisory input and gaining a basic understanding of the goals and
contractual needs of the AGPA’s assigned public health programs.
Supervision Received: The AGPA works under the general
direction of a Staff Services Manager I.
Supervision Exercised: None, but may be assigned to act in lead
capacity in the SSM I's absence.
Description of Duties: The following functions shall predominantly apply to cost reimbursement
direct service/subvention contracts and grants; business, consultant, and
personal service contracts; college foundation agreements, incoming fund
contracts; information technology (IT) contracts; inter-jurisdictional exchange
agreements; interagency and public college and university agreements.
The AGPA shall independently study and analyze Draft and Final
new, renewal, and amendment contract and grant agreement packages prepared by
departmental program staff and develop timely findings and written
recommendations for altering and improving those packages to secure
departmental and control agency approval.
Agreement package requests may include various contract forms, law and
policy citation exhibits, contractor instructional attachments, award/selection
documentation; control agency policy exception requests; and other material,
needed for determining legal sufficiency and policy compliance. Re-assess items that appear incomplete,
misassembled, inadequate, and/or fail to substantially comply with contract
policies; investigate root causes for such deficiencies and return materials to
program staff with recommended work-around options and constructive correction
of Draft agreements via email shall be acknowledged within 24-36 hours of
receipt and program staff shall be informed of the approximate preliminary
analysis completion date. On a
daily basis, the AGPA shall promptly respond to telephone and email inquiries
and requests for technical contract development assistance and
information. Within 1-2 days of
receipt of a Draft agreement via email, the AGPA shall create an automated
record of the Draft agreement in CMU’s Draft Tracking Log. As needed, respond to Draft and Final
contract status inquiries.
Provide technical advice and consultative services to programs
on topics including location, selection, and use of contract models; fillable
form location and usage requirements; scope of work development requirements
and format options; budget content, format, and calculation requirements;
optional contract exhibit use; contract language options and usage
applicability; advance payment, prospective payment, and cost reimbursement
requirements; benefits of Public Contract Code exemptions; requirements of
nonprofit organization student contracts; Cooperative Agreement and Direct
Services Act requirements; requirements for submitting competitive bid award
documentation; documentation requirements for use of DVBE firms, etc. Act as liaison with CDPH’s
assigned Department of General Services (DGS) attorney to coordinate correction
and/or approval of CDPH contracts transmitted to DGS for approval. The AGPA has responsibility for signing
and certifying the accuracy of the content of Agreement Summaries (STD 215s).
of this function requires the AGPA to independently research, interpret, and
communicate contract related laws, regulations, policies and procedures
appearing in various resources including the Public Contract Code, State Contracting
Manual, applicable control agency websites; State Administrative Manual
management memos; CDPH Administration Division Information Memos, Contract
Management Unit (CMU) contract and bid models, Intranet web pages and CMU
bulletins; Public Health Administrative Manual; California Code of Regulations,
and health program statutes. The
AGPA must keep abreast of the current departmental contract approval
requirements and may occasionally need to research federal policies affecting
federally funded contracts and grants, etc.
Provide advice and technical assistance to program staff on
solicitation documents to ensure appropriate process is used, e.g.,
non-competitive bid (NCB), Request for Proposal (RFP), Invitation for Bid
(IFB), Request for Application (RFA), etc.
Provides information and assistance to program staff
on accessing instructional guides for developing procurement documents. Director program staff
to information and tools available for analyzing Disabled Veteran Business
Enterprise (DVBE) utilization compliance, etc.
Troubleshoot problem contracts returned unapproved by DGS and
coordinate needed corrections with program staff and prepare rebuttals and
responses to DGS contract return notices; conduct necessary research to
follow-up on contracts that become stalled in the development or approval
process; coordinate and attend meetings with program staff as needed to discuss
contract policies, requirements, or procedures; and provide hands-on contract
training to new program staff.
outgoing correspondence or edits and revises correspondence prepared by program
staff. Provide direct support and
backup assistance to other CMU analysts.
Occasional tasks include cooperation with federal, state, and
departmental auditing staff; collection or development data to provide input
and make recommendations to revise or develop contract policies and procedures;
preparation of the more complex bill analyses related to contract functions;
preparation of ad hoc and/or mandated contract reports; and participation in
group contract reviews, or contract training presentations. Respond to telephone requests for the
approval status of Finalized contracts.
Other duties as assigned.
Required technical and professional skills and
A past record of successfully performing analytical duties and
researching technical policies and procedures
A past record of developing detailed written instructional
materials excluding routine correspondence and reports
A working knowledge of California’s
service contract laws and policies
An awareness of administrative contract approval requirements
An understanding of decentralized contract development
A working familiarity of CDPH contract types and contract
must possess the ability to:
Provide quality customer services by being cooperative, helpful,
professional, and cordial; develop and maintain trust and cooperation with all
levels of department staff
Demonstrate good organization skills
Communicate effectively and clearly both orally and in
Perform repetitive tasks
Pay attention to detail
Complete tasks in a timely manner
Accept constructive criticism, and
Keep the Unit Manager informed of sensitive
issues and workload progress.
interested applicants must submit:
Application Form STD 678 (with original signature);
2) Copy of list
via U.S. Mail to the
address listed below, attention: Aurelia “Vee” Rumrill. Also, please include the position numbers
580-130-5393-706,722 & 7XX in the “explanations” section. NO FAXED OR EMAILED APPLICATIONS WILL
BE ACCEPTED. Appointment is
subject to SROA and State surplus policies. Surplus candidates must submit a copy of
their surplus status letter. This
position is also subject to the Personal Leave Program (PLP) requirements.
will be screened and only the most qualified candidates with qualifications as
specified above will be considered for interview. Failure to follow these instructions and
incomplete document submission may cause rejection of your application.