Sheriffs Office Management Analyst 1 (Contracts and Procurement)
Job ID: 107529
Location: Oregon City, Oregon
Full/Part Time: Full Time
Regular/Temporary:Regular
CLACKAMAS COUNTY CORE VALUES
Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:
• Service
• Professionalism
• Integrity
• Respect
• Individual accountability
• Trust
By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We're always looking to improve. That's the Clackamas County SPIRIT.
https://www.clackamas.us/countyadmin/spirit
Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring.
We encourage applicants of diverse backgrounds and lived experience to apply.
CLOSE DATE
This Job Posting closes at 11:59 p.m. (Pacific Time) on August 21, 2024.
PAY AND BENEFITS
Annual Pay Range: $71,442.06 - $91,281.70
Hourly Pay Range: $34.347144 - $43.885434
Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.
Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.
We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle.
Employee benefits become effective the first of the month following an employee's date of hire.
Attractive benefits package and incentives for employees in regular status positions are detailed below.
Generous paid time off package, including:
• 11.7 hours of vacation accrual per month
• Eligible newly hired employees will have the one-time option to frontload their first year of vacation accruals in compliance with https://dochub.clackamas.us/documents/drupal/a51ff5d3-d243-49ba-aa11-15324f4c0bf8! This means you have access to vacation time at time of hire.
• 8 hours of sick accrual per month
• 10 paid holidays and 2 personal days per year
Other Benefits:
• Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):
• Employer-paid 6% PERS retirement contribution (The county currently pays the employee's share of the retirement contribution.)
• OPSRP members get vested after five years of contributions or when they reach age 65
• Employer paid 4% Deferred Compensation
• Employer Paid 3.5% to Medical Trust
• A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
• A Choice of Dental Plans
• Robust EAP and wellness programs, including gym discounts and wellness education classes
• Longevity pay
• Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan
• A variety of additional optional benefits (see links below for additional information)
This is a full time County position represented by the Peace Officers Association.
https://dochub.clackamas.us/documents/drupal/3a5801ae-441f-4d8d-8289-1babae4ac1bf
http://www.clackamas.us/des/benefits.html
JOB DETAILS AND QUALIFICATIONS
The Clackamas County Sheriff's Office is seeking a qualified Sheriff's Office Management Analyst 1 to fill a vacant, full-time position. This position performs a variety of financial duties and conducts analysis of a complex nature that requires the use of independent judgment and accuracy.
The Management Analyst 1 is the entry-level position in the professional Management Analyst classification series. The individual selected for this position will work independently to complete a variety of operational and accounting functions for the Sheriff's Office with a focus on purchasing and procurement. The primary duties of the individual assigned to this position will be coordinating all contracts and agreements for the Clackamas County Sheriff's Office (CCSO) and serving as the primary person responsible for all the CCSO's procurement needs. Additional duties include assisting with reconciliation of financial transactions and conducting grant research to assist those writing grant proposals.
Duties are performed in accordance with established procedures and specific instructions.
IMPORTANT INFORMATION
All Sheriff's Office positions require a complete Statement of Personal History (SPH).
Only those applicants selected will need to submit the SPH. The SPH is due 10 calendar days AFTER you have been notified. Applicants will receive instructions from the Department of Human Resources or the Sheriff's Office on how to login to the electronic SPH.
Required Minimum Qualifications/ Transferrable Skills:*
• At least three (3) years of relevant experience in purchasing and procurement. (Education may not substitute for the required relevant experience.)
• Purchasing and procurement experience includes requesting bids and quotes from vendors, preparing detailed purchasing request forms, facilitating the formal request for proposals (RFP) process, and preparing and submitting contract request packets for goods and professional services.
• Ability to establish or recognize priorities, organize tasks and projects, and work independently.
• Skill to interpret and process financial documents according to established procedures.
• At least one year of experience developing contracts for goods or professional services.
• Must pass a post-offer, pre-employment drug test.
• Must pass an extensive background investigation, including national fingerprint records check.
Preferred Special Qualifications/ Transferrable Skills:*
• Experience working in local government finance.
• Experience identifying viable grant applications and conducting related research.
• Proficiency in the use of Microsoft Excel, ability to utilize the remainder of the Microsoft Office Suite software.
• Skill to independently analyze and problem-solve issues as they arise.
• Experience with large enterprise software packages (ERP).
*For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.
TYPICAL TASKS
Duties may include but are not limited to the following:
1. Conducts administrative, management, and financial analyses and studies related to assigned issues, specialty area or program using guidance received regarding approach and expected product; defines management-identified problems and appropriate analytical techniques and statistical and information-gathering processes; obtains information and data and conducts analysis including statistical and cost-benefit analysis, and measurement of program effectiveness and outcomes; summarizes findings, identifies alternatives, and makes recommendations including estimated fiscal and organizational impacts; develops, updates and/or revises policies and procedures to improve processes and maintain compliance, and assists in implementation; interprets policies, rules, regulations and requirements from other agencies.
2. Coordinates defined program(s), systems or services, including researching best practices, creating work plans, monitoring revenues and expenditures, and quality control; recommends approaches to leverage resources to increase effectiveness; tracks, processes and reconciles specific program data such as service authorizations, payments and billings; researches, analyzes and resolves program and payment issues; prepares financial reporting for area of responsibility; may act as functional systems administrator for a specialized software system; may oversee special projects.
3. Prepares and administers annual budget with a variety of predictable, reliable funding sources in addition to tax base and general fund; evaluates expense/revenue history, effective use of resources, and projects upcoming revenues and expenses; analyzes anticipated budget demands and makes recommendations; participates in preparing budget justifications and presentations; monitors revenues and expenditures, maintaining financial responsibility and compliance within legal budget requirements; adjusts projections; researches and forecasts revenues; researches agency fees for service, fines and billing rates.
4. Prepares and analyzes reports on accounting, financial and statistical issues, including financial operations, trends, expenses, and revenues; analyzes and evaluates financial needs and resources; presents recommendations and advises management on effective use of financial resources; participates in the development and maintenance of internal business software systems such as job costing systems.
5. Facilitates, processes and administratively monitors contracts for goods and services including new contracts and amendments; completes procurement and contract request forms, and assists department staff who are project managers and technical experts by obtaining scopes of work including performance measurements, addressing department's business needs and County processes, and developing and updating cost estimates for proposed or approved change orders/modifications; liaisons with Procurement Office, County Counsel's Office and Risk Management Division to ensure conformance to County procurement and contract processes, and coordinate appropriate signature approvals at department, County Administrator and Board of County Commissioner levels; researches and resolves contract issues and disputes; tracks contract expenditures, and routes contract invoices for approval and payment within established guidelines and authority limits; manages department's contract database or other recordkeeping system, and records retention; streamlines department's contract processing procedures including revising department business practices.
6. Provides staff support to advisory boards and operating committees; coordinates or prepares meeting schedules, logistics, agendas and materials; records minutes; develops and writes staff, budget and planning reports, correspondence and research papers; presents studies and reports at work sessions and public meetings; assists in recruiting new committee members.
7. May provide legislative analysis, grant research and monitoring, and/or community relations and outreach; researches and analyzes pending legislation and proposed administrative rules to determine impact on operations and services; conducts grant research and may participate in writing formal grant proposals; manages awarded grants for compliance with program reporting requirements and regulations, with awareness of financial reporting requirements; may serve as liaison with granting agency and internal County staff; develops promotional and informational materials, and delivers presentations to communities and outside organizations.
8. May lead the work of assigned regular and temporary administrative support staff and/or coordinate and facilitate the work of a project team; provides daily work direction; assigns work; trains employees; checks completed work and ensures completion within established time and budget constraints; provides input to management regarding hiring, performance evaluations, and disciplinary actions.
REQUIRED KNOWLEDGE AND SKILLS
Working knowledge of: Principles, practices and methods of administrative, organizational, economic and procedural analysis; principles and practices of public administration and business communication; principles and techniques related to areas of assignment such as financial analysis, government accounting, budget development, and statistical research; Federal, state and local laws and regulations applicable to assigned areas of responsibility; English grammar and composition; office equipment, including personal computers and software programs.
Skill to: Research and analyze administrative, operational, financial, budgetary, procedural, and organizational issues and develop improvements in operations, policies, procedures and methods; plan and conduct research projects in statistical or narrative form; analyze issues and problems from multiple perspectives; identify alternative solutions and recommend sound, logical, fact-based conclusions; prepare clear, concise and comprehensive reports; communicate effectively, both orally and in writing; maintain compliance with County, State, Federal and other rules, regulations, and laws related to areas of responsibility; coordinate work of assigned staff or project team; establish and maintain effective working relations with County employees, external agencies and businesses, citizen and community groups, and the public; operate computer software and other office equipment.
WORK SCHEDULE
This position works 40 hours during a standard workweek of Monday through Friday. Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.
This position is designated as on-site/in-person. It is expected that the selected candidate will perform duties at the specified on-site work location.
APPLICATION PROCESS
Clackamas County only accepts online applications.
Help With Your Application:
https://dochub.clackamas.us/documents/drupal/6b3147a3-bf84-4f52-8238-64a37e936b4f
https://www.clackamas.us/jobs#helpwiththeapplication
If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or mailto:jobs@co.clackamas.or.us?subject=Application%20Materials%20Question. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).
HOW TO CLAIM VETERAN'S PREFERENCE
https://www.clackamas.us/des/jobs.html
https://dochub.clackamas.us/documents/drupal/a67ee11c-861c-4126-aa5a-4dec6174f6eb
VISA SPONSORSHIP
Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.
EQUAL EMPLOYMENT OPPORTUNITY
Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.
If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.
RECRUITING QUESTIONS?
Lindsay White, Recruiter
mailto:lindsaywhi@clackamas.us
To apply, visit https://apptrkr.com/5506720
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