Contract Operations & Compliance Officer

Overview

The Contract Operations & Compliance Officer (COCO) is responsible for supporting contract operations and a portfolio of agreements. This includes systems and tools such as First 5 LA’s compliance audits, annual records review, contract management software, the department manual and standard operating procedures. The COCO is responsible for supporting business process improvement efforts and for developing and maintaining forms, templates and manuals. The COCO will also support the management of a portfolio of contracts for the Center for Operational Excellence contracts and any others as assigned. The COCO will be responsible for conducting a wide range of project life cycle activities form procurement planning through contract award and subsequent closeout activities. The COCO may also be assigned other responsibilities to support the operations of the department. 

Key Responsibilities

Contract Operations

• Assists manager with procurement and contracting processes; refines team protocols, policies, and templates. Ensures tools and templates are focused on internal and external stakeholders, as appropriate
• Develops and manages online documents for contractors and staff 
• Ensures department intranet site is updated and customer-focused
• Assists with analyzing existing business processes to measure, monitor and track compliance and efficiency
• Identifies areas of vulnerability and gaps in team processes, policies, and protocols 
• Helps monitor compliance to and effectiveness of department policies and procedures 
• Develops and conducts training related to policies, processes and operations of the department
• Prepares contract documentation and files as required for county and special audits and inquiries
• Supports the department with the contract closeout process as needed
• Provides technical support with contract management applications to all teams in order to track contractor requirements and activities and generate reports
• Monitors utilization and effectiveness of contract management and related systems

Contract Administration & Business Process Improvement

• Ensures compliance with applicable laws and internal policies and procedures regarding contracting and procurement
• Leads the solicitation process, including participation in determining the method of procurement, establishing solicitation requirements and review process, determining type of contract and terms and conditions 
• Drafts, develops and posts solicitations, related solicitation documents, and online applications in partnership with the project manager 
• Supports the management of a portfolio of contracts for the Center for Operations and Sustainability as well as other departments as assigned.
• Conducts a risk assessment for each contract and responds appropriately based on level of risk
• Notifies the manager of potential compliance vulnerability in areas at high risk of non-compliance
• Manages complex contract issues that involve disputes, modifications, and claims
• Participates in delivering procurement and contract management training for staff
• Provides technical support with contract management applications/systems to staff
• Maintains open and frequent communication with First 5 LA staff members and contractors to ensure awareness of contract requirements
• Participates and/or assists in special projects, workgroups, and committees and performs associated responsibilities as assigned
• Adheres to all First 5 LA policies and procedures, ensures behaviors align accordingly, and contributes to learning that supports improvements

Qualifications

• Education: Bachelor’s degree from an accredited college or university in finance, economics, analytics, statistics, financial analysis, accounting, mathematics, public administration or a related field preferred.
• Experience: Minimum of three years of related experience and/or training in purchasing, contract operations and administration preferred. Experience working for a public agency, foundation, an organization managing public funds, or grant making entity preferred.
• Collaboration and Relationship Building: Proven track record of collaboration with internal and external partners. Demonstrated ability to collaborate effectively across various departments and levels of the organization. 
• Leadership: High degree of integrity with proven ability to lead, inspire, mentor, and manage teams within a collaborative environment. Strong interpersonal skills with the capacity to build and nurture relationships with diverse internal and external stakeholders.
• Strategic Thinking: Proven track record of strategic thinking, analyzing complex issues, and developing and implementing innovative solutions.
• Advocacy and Communication: Excellent written and verbal communication skills. Demonstrated experience in advocacy, public speaking, and effectively communicating complex issues to diverse audiences. Exceptional presentation skills with the ability to engage and influence diverse stakeholders, including Board of Commissioners.
• Commitment to Mission: Demonstrated experience with public family serving systems, understanding early childhood development, coupled with experience advancing equity and improving outcomes for children and families.
• Analytical Skills: Demonstrated experience using and leveraging data and research to drive decision-making and advance organizational goals and equitable outcomes. 

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed. This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with this position. This job description is general and may evolve over time. The job description is subject to periodic updating. At management’s discretion, the employee may be assigned different and/or additional duties or responsibilities.