Website California Department of Forestry and Fire Protection
Position Summary:
Under the direction of a Staff Service Manager I, the Associate Governmental Program Analyst (AGPA) independently performs the more responsible, varied, and complex technical analytical work related to Capital Outlay including the procurement process, contract services, facilities, property, and records management. The position requires the incumbent to independently analyze data and present ideas and information effectively, analyze problems and take effective action; and may act in a lead capacity on assigned tasks and projects. Have the ability to utilize spreadsheets, databases, and word processors; and work under pressure and time constraints; easily adapt to changing priorities; establish and maintain cooperative working relationships with those contacted in the course of work; communicate effectively both orally and in writing; provide excellent customer service and exercise good judgment.
Key Responsibilities:
- Using FI$CAL, create purchase orders (POs) for procurement of office supplies, field equipment, and any other required resources; *review invoices for accuracy and authorize/process invoices for payment; work with the CAL FIRE Department of Accounting (DOA) to ensure proper and prompt payment to vendors and the tracking of payments.
- Interpret and apply State Administrative Manual (SAM) and State Contracting Manual requirements; stay current with all pertinent policies and procedures relating to contracting (e.g., new contracts, renewals, amendments, sole source and advertising requirements); perform varied technical duties associated with public works contracts for agency retained Capital Outlay, Special Repairs and
Deferred Maintenance projects; *consult with program staff to obtain relevant information to prepare bid packages, requests for proposals (RFPs), and requests for qualifications (RFQs) that conform to applied laws and regulations for supervisor’s review and approval prior to distribution; *review bids/proposals/RFQs and verify tentative awards; prepare contracts with appropriate
language, insurance, bond, and legal requirements; *process contracts for signatures, ensuring that all requirements are met and approvals obtained; work with Contract Managers to ensure (continued on second page) - that contracts and invoices are in place on a timely basis; *monitor the system to eliminate delays in contract processing; *document procedures, including handbook and guidelines for contracting services; assist in preparing status reports for management.
- Prepare contracts for Capital Outlay projects with appropriate language, insurance, bond, and legal requirements. *Prepare contract bid packages that conform to applied laws & regulations.
- Review bids and proposals and verify tentative awards.
- Process all contracts for signatures, ensuring that all requirements are met and approvals obtained.
- Monitor process to eliminate delays in contract processing and prepare monthly status reports to provide to management.
- Work with project directors, engineers, architects, land surveyors, and other analysts and assist program staff in developing and preparing complex projects. Prepare and present training material for program and field personnel; and prepare training sessions for program and field personnel.
- Attend project meetings with departmental personnel, contractors, and control agency staff.
- Assist in regular and timely review of legislation and directives with contracting implications and incorporate authorized changes.
- Perform various routine administrative support functions such as filing, answering phones, setting calendar appointments in Microsoft Outlook, developing and maintaining the new employee and separation checklist for Technical Services, maintain desk procedure manuals, and other job-related duties as required.
Required Education & Experience:
- Bachelor’s degree in related field
- Advanced degree in related field
- Excellent customer service skills