Program Assistant Behavioral Health Contracts Administration
THE POSITION: Under direction of the Ventura County Behavioral Health (VCBH) Contracts and Grants Manager, this position manages the processing of agreements through the Ventura County Financial Management System (VCFMS), completes provider credentialing; helps in monitoring program compliance with contract terms; provides contractual support to the VCBH Contracts Administration team, serves as a resource for members of the department and community; and performs related duties as required.
The ideal candidate will be highly motivated, self-directed, and possess strong customer service and organizational skills. The program assistant duties involve high attention to detail, deadlines, and multitasking.
Further, the ideal candidate will demonstrate previous or current experience working in a large agency where they managed contract based fiscal and operational management related issues such as: contract negotiation, contract/grant/report writing, budget administration, contract and grant administration, contractor performance monitoring, customer service support, Board letter development and management, and request for proposal (RFP) development and management.
EXAMPLES OF DUTIES:
Duties may include, but are not limited to the following:
- Processes agreements for the VCBH Contracts Administration team and computer purchase orders for the department using VCFMS and manages any issues in the process to ensure timely approval;
- Manages the GSA contract renewal process using VCFMS;
- Researches and compiles information needed for narrative and statistical program activity reports; applies knowledge of program operations and/or funding regulations in the evaluation of information included in such reports; coordinates submission of materials to funding/regulatory agencies;
- Manages the fee for service provider credentialing process;
- Coordinates the submission and distribution of various contractual related materials intra-agency, inter-agency, and with outside entities/providers;
- Schedules contract provider meetings: Assists with VCBH Contracts Administration team in monitoring and ensuring compliance with program rules, regulations and contract reporting terms;
- Establishes and maintains files, reports, databases, status boards and/or logs to track VCBH Contracts Administration team program activity; evaluates program indicators/issues to recommend changes that would assist in the attainment of program objectives;
- Conducts on-site program and/or limited audits of contract related records and information; prepares reports of findings; makes recommendations;
- Develops and maintains an efficient system for managing, ordering, and tracking supplies;
- Manages the organization of contract files and related documents;
- Provides customer service support to VCBH, County of Ventura, and outside entity staff;
- Provides guidance and supervision to one Administrative support staff person; and
- Performs duties as assigned.
EDUCATION AND EXPERIENCE:
Any combination of education, training and experience which demonstrates possession of knowledge, skills and abilities required for assigned program(s). The required qualifications can typically be met by the completion of a Associate's Degree in a related field and one (1) of relevant work experience.
Work experience may be substituted for education on a year-for-year basis.
NECESSARY SPECIAL REQUIREMENTS
- Intermediate skill in Microsoft Word and Excel
- Intermediate skill in a financial management system (e.g. VCFMS)
- Possess and maintain a valid California drivers license
FINAL FILING DATE: This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it. Your application must be received by County of Ventura Human Resources no later than 5:00 p.m. on the closing date.
To apply on-line, please refer to our web site by clicking the "Apply Externally" button. If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.
For further information about this recruitment, please contact Erin Niemi via email at erin.niemi@ventura.org or by telephone at (805) 654-2568.