Management Assistant

Salary: $26.86 - $32.94 Per Hour

The Department of Health Services (DHS) Contracts and Grants (C&G) Division is located at 313 N. Figueroa Street, Downtown Los Angeles. C&G manages a library of approximately 1,400 contracts and receives requests with regularity for new services; the work is fast paced and requires analyst who are multi-taskers, detail-oriented, have strong written, oral presentation and math skills, and can work well with people. The Management Assistant position is an entry-level analyst responsible for performing a full range of analytical and technical assignments for DHS under the direction and supervision of a higher-level analyst or supervisor. Assignments require the use of discretion and care in the handling of confidential and sensitive information used to support management decisions, and professionalism and tact in interacting with internal and external higher-level staff and management in the planning and coordination of work efforts. Assignments are structured and designed to facilitate the development of broader and more in-depth knowledge and skills in preparation for the assignment of progressively more complex, sensitive, and responsible assignments, as experience is gained.

ESSENTIAL FUNCTIONS

• Assist with the development and preparation of solicitation documents including, but not limited to: Request for Proposals (RFP), Requests for Statement of Qualifications (RFSQ), Request for Applications (RFA), Requests for Services (RFS), and Work Order Solicitations (WOS); working directly with DHS executive and senior managers and facility/program managers to define the scope of services, contractor qualifications, and performance specifications; conduct the solicitation process; and prepare final recommendations supporting contract recommendations.
• Research requests for contracts, amendments to make recommendations on appropriate action; and analyze changes in contractor ownership during the contract period and prepare appropriate contractual documents and Board of Supervisors (Board) and County Counsel correspondence to effectuate changes.
• Assist in developing Board letters for approval of contracts and contract amendments, acceptance of grants and donations, purchase of fixed assets and other transactions requiring Board approval; obtain approvals from DHS internal operations, County Counsel, Chief Information Office and Chief Executive Office and other departments as necessary and prepare other internal and external correspondence as necessary.
• Assist line operations in identifying contractual and funding problems, and in resolving differences with contractors.
• Assists in formulating policies and procedures for contract development and/or in designing forms and other tools to aid in contract development.
• Provide strategic recommendations on procurement and contracting issues, which include research and preparation of complex contract documents, submissions, reports, and briefing materials for senior management and consult with County Counsel and other departments to formulate recommendations.
• Assists in conducting legal research on applicable laws and regulations, analyzes impact to department contracting efforts and may confer with County attorneys to formulate recommendations.
• Conducts reviews of contractor's compliance with such requirements as licensure, insurance, Living Wage Ordinance, and Jury Duty Ordinance.

JOB QUALIFICATIONS

• A Bachelor’s degree from an accredited college or university OR two (2) years of experience performing basic to routine analytical assignments that involved researching, analyzing and synthesizing data, as well as recommending solutions to problems related to administrative or program support functional areas.
• Strong written and oral communication skills.
• Good project management skills.
• Ability to work independently and as part of a team.
• Ability to handle sensitive matters professionally and with discretion.
• Ability to establish priorities and carry out various tasks simultaneously.

Certificates/Licenses/Clearances

• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
• Successful clearing through the Live Scan process with the County of Los Angeles.

Other Skills, Knowledge, and Abilities

• Demonstrate ability to coordinate multiple projects simultaneously in a high-pressure, fast paced and time sensitive environment.
• Proficiency in Microsoft Office software particularly Excel.
• Attention to detail
• Highly motivated self-starter, with proven ability to develop creative solutions.
• Ability to learn quickly and adapt to shifting priorities
• Project a professional demeanor.
• Strong written and verbal communication skills.
• Ability to work both individually and as part of a team.
• Must maintain and execute confidential information.
• Ability to interact with diverse clientele.
• Experience working on projects where business problems, opportunities, and solutions may be unclear
• Excellent team player

PHYSICAL DEMANDS

Stand Frequently

Walk Frequently

Sit Frequently

Handling Occasionally

Reach Outward Occasionally

Reach Above Shoulder Occasionally

Climb, Crawl, Kneel, Bend Occasionally

Lift / Carry Occasionally - Up to 15 lbs.

Push/Pull Occasionally - Up to 15 lbs.

See Constantly

Taste/ Smell Not Applicable

Not Applicable Not required for essential functions

Occasionally (0 - 2 hrs/day)

Frequently (2 - 5 hrs/day)

Constantly (5 hrs/day)

WORK ENVIRONMENT

General Office Setting, Indoors Temperature Controlled

Heluna Health is an Affirmative Action, Equal Opportunity Employer that encourages minorities, women, veterans, and disabled to apply.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)