Orange County CA
Contracts Staff Assistant
Orange County CA, Santa Ana, California, United States, 92725
Salary :
$54,100.80 - $72,529.60 Annually
Location :
Orange County
Job Type:
Full-Time Regular
Job Number:
8542GE-1124-080(O)
Department:
OC Public Works
Opening Date:
11/05/2024
Closing Date:
11/20/2024 11:59 PM Pacific
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 OPPORTUNITYThe 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 applicationsAnalyze contract terms and review vendor performanceAudit invoices and address discrepancies to ensure accuracy and prompt paymentsReconcile vendor statements against invoices, purchase orders, contracts, and work ordersReceive maintenance service requests via phone, email, and web based portalProcess and route service requests to appropriate work groups and service areasInteract with external parties and all levels of staff including OCPW Management, Auditor Controller, and BudgetDESIRED 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 payableKnowledge in processing commodity and service based contractsAbility to analyze, organize and present data through various reporting toolsSupporting solicitations and contract management in the public sectorProficient in using Microsoft Word, Excel, Outlook, Teams and PowerPoint on a proficient levelCommunication SkillsProviding excellent customer service to external and internal stakeholders, such as County agencies/departments, management, consultants, contractors, and the publicUsing diplomacy when dealing with challenging situations and/or peopleCommunicating effectively by presenting thoughts, ideas, information, and messages clearly, concisely, logically, and persuasively both orally and in writing with correct punctuation and spellingOrganization | Planning SkillsDemonstrates ability to address issues proactively and ensure work is completed in a timely mannerDemonstrates 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 suppliesAbility to multitask and work under a high volumeHandling and adjusting to changing deadlines and assignmentsProblem Solving | Analysis
Demonstrates ability to identify, research, evaluate, estimate, accurately interpret, and apply technical data and policy informationDemonstrates ability to analyze and review contract specifications, invoices, and other documentsDemonstrates ability to use sound reasoning and logical judgment to arrive at conclusions and find alternative solutions to complex problemsApplying critical thinking and collaborative approaches, identifying problems, and making recommendations to improve various work processes
MINIMUM QUALIFICATIONSClick here to view the minimum qualifications for Staff Assistant
RECRUITMENT PROCESSHuman 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 ListOnce 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 PreferenceThe 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 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 NOTIFICATIONEmail
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 QUESTIONSClick here for additional Frequently Asked Questions.
Questions?
For specific information pertaining to this recruitment, contact
Sarah Correa
at
714-667-9667 or by email at
sarah.correa@ocpw.ocgov.comEEO INFORMATION
Orange County, as an equal employment opportunity employer,encourages applicants from diverse backgrounds to apply.
Non-Management BenefitsIn addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidayswe 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
Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits.
Click for information about benefits offered to County of Orange employees.
01
The information you provide will be used to evaluate your qualifications for the position.
Resumes will not be accepted in lieu of completing these questions. By selecting
Yes
below, you acknowledge that you have read and understood this application requirement.
Yes, I understand
02
Please select the option that best describes your experience as defined in the Staff Assistant minimum qualifications.
Two (2) or more years of experienceLess than one (1) year of experienceNo experience
03
Please select the option that best describes your experience with contract administration.
One (1) or more years of experienceLess than one (1) year of experienceNo experience
04
In reference to the question above. Please describe in detail your experience in contract administration.
In your response, include your title(s), dates of employment, employer name(s), and your responsibilities.
If you do not have experience write N/AResponses such as "see resume" will not be accepted
05
Please select the option that best describes your experience with accounts payable.
Six (6) months or more of experienceLess than six (6) months of experienceNo experience
06
In reference to the question above. Please describe in detail your experience with accounts payable.
In your response, include your title(s), dates of employment, employer name(s), and your responsibilities.
If you do not have experience write N/AResponses such as "see resume" will not be accepted
Required Question
$54,100.80 - $72,529.60 Annually
Location :
Orange County
Job Type:
Full-Time Regular
Job Number:
8542GE-1124-080(O)
Department:
OC Public Works
Opening Date:
11/05/2024
Closing Date:
11/20/2024 11:59 PM Pacific
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 OPPORTUNITYThe 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 applicationsAnalyze contract terms and review vendor performanceAudit invoices and address discrepancies to ensure accuracy and prompt paymentsReconcile vendor statements against invoices, purchase orders, contracts, and work ordersReceive maintenance service requests via phone, email, and web based portalProcess and route service requests to appropriate work groups and service areasInteract with external parties and all levels of staff including OCPW Management, Auditor Controller, and BudgetDESIRED 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 payableKnowledge in processing commodity and service based contractsAbility to analyze, organize and present data through various reporting toolsSupporting solicitations and contract management in the public sectorProficient in using Microsoft Word, Excel, Outlook, Teams and PowerPoint on a proficient levelCommunication SkillsProviding excellent customer service to external and internal stakeholders, such as County agencies/departments, management, consultants, contractors, and the publicUsing diplomacy when dealing with challenging situations and/or peopleCommunicating effectively by presenting thoughts, ideas, information, and messages clearly, concisely, logically, and persuasively both orally and in writing with correct punctuation and spellingOrganization | Planning SkillsDemonstrates ability to address issues proactively and ensure work is completed in a timely mannerDemonstrates 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 suppliesAbility to multitask and work under a high volumeHandling and adjusting to changing deadlines and assignmentsProblem Solving | Analysis
Demonstrates ability to identify, research, evaluate, estimate, accurately interpret, and apply technical data and policy informationDemonstrates ability to analyze and review contract specifications, invoices, and other documentsDemonstrates ability to use sound reasoning and logical judgment to arrive at conclusions and find alternative solutions to complex problemsApplying critical thinking and collaborative approaches, identifying problems, and making recommendations to improve various work processes
MINIMUM QUALIFICATIONSClick here to view the minimum qualifications for Staff Assistant
RECRUITMENT PROCESSHuman 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 ListOnce 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 PreferenceThe 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 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 NOTIFICATIONEmail
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 QUESTIONSClick here for additional Frequently Asked Questions.
Questions?
For specific information pertaining to this recruitment, contact
Sarah Correa
at
714-667-9667 or by email at
sarah.correa@ocpw.ocgov.comEEO INFORMATION
Orange County, as an equal employment opportunity employer,encourages applicants from diverse backgrounds to apply.
Non-Management BenefitsIn addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidayswe 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
Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits.
Click for information about benefits offered to County of Orange employees.
01
The information you provide will be used to evaluate your qualifications for the position.
Resumes will not be accepted in lieu of completing these questions. By selecting
Yes
below, you acknowledge that you have read and understood this application requirement.
Yes, I understand
02
Please select the option that best describes your experience as defined in the Staff Assistant minimum qualifications.
Two (2) or more years of experienceLess than one (1) year of experienceNo experience
03
Please select the option that best describes your experience with contract administration.
One (1) or more years of experienceLess than one (1) year of experienceNo experience
04
In reference to the question above. Please describe in detail your experience in contract administration.
In your response, include your title(s), dates of employment, employer name(s), and your responsibilities.
If you do not have experience write N/AResponses such as "see resume" will not be accepted
05
Please select the option that best describes your experience with accounts payable.
Six (6) months or more of experienceLess than six (6) months of experienceNo experience
06
In reference to the question above. Please describe in detail your experience with accounts payable.
In your response, include your title(s), dates of employment, employer name(s), and your responsibilities.
If you do not have experience write N/AResponses such as "see resume" will not be accepted
Required Question