Contract Support Specialist II

Job Description:

Contract Support Specialist II

Description

Description

THE AGENCY
The General Services Agency (GSA) is comprised of Fleet Services, Facilities, Procurement, Special Services, Parks, Security, and Business Support and is responsible for a broad spectrum of services to all the County departments and agencies. It requires a very diverse workforce to accomplish the GSA mission of contributing to the quality of life in Ventura County by partnering with their customers to provide expertise and cost-effective service delivery, and foster the preservation of natural resources.

THE POSITION
Under general supervision, coordinates and performs various activities to support the establishment, maintenance, and compliance of contracts associated with construction projects, consultant services, or permitting.

The ideal candidate will be able to prioritize and organize work to perform effectively in a high-volume, fast-paced office engineering/construction environment, will be detail and customer-service oriented with good written and verbal communications skills. Must be skilled in the MS Office Suite, including Word and Excel.

WHAT WE OFFER
The County of Ventura offers an attractive compensation and benefits package that includes:

• Merit Increases - New employees are eligible for an initial 5% merit increase within the pay range upon completion of at least 1,040 hours (approximately 6 months) assuming work meets satisfactory standards. Subsequent merit increases within the pay range will be upon completion of each additional 2,080 hours (approximately one year) from the initial merit increase.
• Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate degree.
• Vacation Accrual - New regular, full-time employees shall accrue approximately 14 days of vacation a year for the first 10,400 hours or 5 years of service; vacation accruals increase at 5, 11, 12, 13, 14, 15 and 20 years of service topping out at 26 days a year and 400 hours of vacation hours banked.
• Annual Leave Redemption - After 14,560 hours of continuous County service an employee may elect to "cash in" or redeem up to 80 hours of vacation accrued in the same year after using 80 hours of vacation in the preceding 12 months.
• Sick Leave - Full time regular employees accrue 3.08 hours of sick leave per bi-weekly pay period with an advance at hire of 40.04 hours which will be balanced at the completion of 13 bi-weekly pay periods.
• Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3.00% match on your 401(k) contributions.
• Health Plans-Full time employees are given a flexible credit allowance to offset the purchase of medical, dental, and/or vision insurance for you and your dependents.
• Flexible Spending Accounts - Pre-tax benefit towards eligible medical, dental and vision care and/or dependent care expenses.
• Pension Plan - Participation in the County's defined benefit pension plan, which has reciprocity with CalPERS.
• Holidays - 13 paid days per year which, includes a scheduled floating holiday.
• Additional Benefits - Tuition Reimbursement, Disability Plans, Employee Assistance Program, Life Insurance, Wellness Program.

Contract Support Specialist II is represented by the Service Employees International Union (SEIU) and is eligible for overtime.

To learn more about the benefits, please follow the link below:
https://vcportal.venturacounty.gov/CEO/HR/MOA/docs/SEIU_MOA_2025-2029.pdf

Examples Of Duties

Duties may include but are not limited to the following:

• Performs various activities in support of construction projects, such as preparing bid packages, coordinating and attending bid meetings, attending and participating at meetings for purposes of responding to questions, recording meeting minutes, participating in bid submission review and evaluation process, and contract award notification;
• Sets up, organizes, and maintains records, project files, and logs and databases and complex spreadsheets related to project management, permits, contract processing and other activities that are used by project managers and other staff;
  
• Coordinates processing of time-sensitive payments to contractors and consultants;
• Prepares or assists project managers with preparing various documents associated with bids and contracts, including specifications, correspondence, contract change orders, consulting services and annual contracts, etc.;
  
• Provides staff, contractors, consultants, and the public with information related to project processing requirements;
  
• Documents, monitors, and reports on activity charged to projects; performs quality control;
  
• Coordinates and attends various pre-bid, pre-construction, and project meetings; takes and transcribes meeting minutes;
• Monitors and/or coordinates financial reports/authorizations/transactions with various internal and external staff;
• Provides internal staff, contractors, consultants and/or the public with information related to the GSA contract general conditions, Ventura County Standard Specifications ("VCSS")/permits and other County policies to support compliance with legal and public contract code;
• Researches and/or compiles supporting documentation and information for project managers;
• May provide training and/or instruction to project managers, technicians and support staff on construction, consultant or permits-related processes as required;
• Performs other related duties as assigned.

Typical Qualifications

These are entrance requirements to the exam process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE
Considerable administrative support experience which has led to the acquisition of the required knowledge, skills and abilities. The required knowledge, skill and abilities also can be obtained by:

Any combination of education, training, or experience equivalent to two (2) years of administrative support experience in construction, engineering, contract administration, or similar field; OR one (1) year of experience as a Contract Support Specialist I.

NECESSARY SPECIAL REQUIREMENTS

• Some experience in contract administration
• Intermediate experience in MS Word and Excel
• Some administrative support experience in engineering, construction and/or a related field
• Experience maintaining complex record keeping systems
• Effective written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.

DESIRED
Associate Degree in applied science, business administration, management, or Bachelor’s Degree in business administration or accounting or related field.

Knowledge, Skills and Abilities:

Considerable knowledge of:

• Project management and construction principles.

Working knowledge of:

• Basic math.

Ability to:

• Interpret and apply rules, regulations, policies, and procedures.
• Analyze and synthesize data.
• Consistently understand and follow standard office procedures.
• Perform research.
• U se MS office suite (Word, Excel, PowerPoint, Access and Project).
• Provide effective customer service.
• Establish and maintain effective working relationships and work as a member of a team.
• Use resources effectively and efficiently.
• Arrange information and files in a useful manner.
• Set priorities
• Effectively communicate with all individuals both internal and external to the organization.

Skill in:

• Maintaining and using various databases and spreadsheets.
• Verbal and written communication.
• Listening.
• Telephone etiquette.
• Providing needed information in a timely manner.

Recruitment Process

FINAL FILING DATE
This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it. Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on the closing date.

To apply on-line, please refer to our web site at www.venturacounty.gov/jobs. If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

NOTE: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here for additional information.
Sufficient information must be provided under the Education/Work experience portion of the application and supplemental questionnaire, if applicable, to thoroughly and accurately demonstrate your qualifications in order to determine eligibility. A resume may be attached to supplement your responses in the above sections; however, it may not be substituted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE - qualifying
All applicants are required to complete and submit the questionnaire for this examination AT THE TIME OF FILING. The supplemental questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the removal from further consideration.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the examination process.

TRAINING & EXPERIENCE EVALUATION
A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.

NOTE: The selection process will likely consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence.

ORAL EXAMINATION - 100%: A job-related oral examination will be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

If there are three (3) or fewer qualified applicants, an examination will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

ELIGIBLE LIST
Candidates successfully completing the examination process may be placed on an eligible list for a period of one (1) year.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies for this and similar vacancies within the General Services Agency. There is currently one (1) regular, full-time appointment to be filled.

BACKGROUND INVESTIGATION
A thorough post offer, pre-employment background investigation which may include inquiry into past employment, education, criminal background information, and driving record may be required for this position.

EQUAL EMPLOYMENT OPPORTUNITY
The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

For further information regarding this recruitment, please, contact Chinna Nahabedian by email at [email protected] or by telephone at 805-654-2458.

Service Employees International Union (LOCAL 721)
(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Code: UPP

Salary:

$50,650.83 - $70,899.34 Annually