Department of Consumer Affairs

Department of Consumer Affairs Position Duty Statement HR-041a (new 7/2015)

Classification Title

Board/Bureau/Division

Associate Governmental Program Analyst Bureau of Automotive Repair (BAR)

Working Title

Office/Unit/Section / Geographic Location

Contracts Management Analyst Position Number

Administrative Branch/Business Services Unit/Contracts Management/Rancho Cordova Name and Effective Date

646-100-5393-8XX

General Statement: Under the direction of the Staff Services Manager I (SSM I), the Associate Governmental Program Analyst (AGPA) is responsible for performing the more complex administrative analytical duties related to the planning, developing, and execution of Bureau of Automotive Repair (BAR) contracts. Duties include, but are not limited to, the following:

A. SPECIFIC ASSIGNMENTS [Essential (E) / Marginal (M) Functions]

30%

(E) Contract Development Consult with BAR management to identify contract needs. Independently develop and write the contract scope of work, rate schedules, contract budget, justifications, terms and conditions and special clauses, and provide appropriate attachments to BAR management and DCA Business Services Office (BSO) for approval.

Independently develop and write contract renewals and amendments and submit to BAR management and BSO for approval.

Interpret and apply appropriate statutes, regulations, and state and departmental policies and procedures, make recommendations to management and staff to ensure that appropriate laws and regulations governing the state contracting process are followed in the development and implementation of contracts. Ensure all requirements of State Administrative Manual (SAM), State Contracting Manual (SCM), Purchasing Authority Manual (PAM), Public Contract Code (PCC), Government Code (GC), California Code of Regulations (CCR), management memos, DCA Contracting Manual, and DCA policies and procedures are met for all contract awards. Gather and analyze data necessary to make informed and effective recommendations in determining the necessity and legal impact of contractual agreements.

Identify budget and accounting issues related to contract administration. Consult with budget and accounting staff to ensure fiscal appropriations are available and approved.

20%

(E) Contract Solicitation Independently develop and write bid packages (RFP/IFB/Short form contracts/Request for Offers) including scope of work, timelines, terms and conditions, and legal requirements such as insurance, permits, and licenses. Identify the appropriate bidding approach and prepare all attachments.

Interpret and apply appropriate statutes, regulations, and state and departmental policies and procedures, to ensure that appropriate laws and regulations governing the state contracting process are followed in the development and implementation of the solicitations.

Solicit bids and ensure small business and DVBE (Disabled Veteran Business Enterprise) requirements are met. Notify vendors the intent of award.

20%

(E) Contract Execution and Evaluation Notify appropriate BAR management to review executed contract procedures and evaluate contractor's performance. Provide consultation to BAR managers and supervisors on contract issues related to performance, project review, payment schedules and exceptions for a proposed resolution and/or corrective methods. Consult with management, and/or requestor to make recommendations regarding contract related problems, procedures, and policies. Participate in meetings regarding contract compliance; determine contract amendment or termination impact for contracts that are not meeting contract conditions. Recommend amendment language or termination agreements; execute contract termination when all avenues for achieving contract compliance have been exhausted.

15%

(E) Contract Monitoring and Management Maintain all BAR's contract files including signed contracts, accounting records and supporting bidders documents. Track all contracts in an electronic file (quasi database). On a weekly basis, monitor expenditures by auditing invoices and occasionally survey the end user to determine the level of contractor's services completed. Prepare weekly management information and statistical reports depicting status of contract progress for BAR and DCA management.

10%

(E) Policies and Procedure Analyze contracts processes, procedures, and forms in order to provide recommendations to management on possible process improvements; develop and write contract-related policies and procedures. Act as project leader/contract coordinator for contract related assignments, such as critical, politically sensitive, high-visibility contracts.

5% (M) Miscellaneous Analyze data, conduct research, initiate correspondence, and write reports regarding various organization, policy, and procedure issues as requested. Provide backup duties as needed. Brief management on research findings and make recommendations, identify alternatives, and identify potential impact of those recommendations and alternatives.

B. Supervision Received The incumbent works under the direction of the Staff Services Manager I, but may receive direction from the Staff Services Manager I over the Facilities, Fleets Management and Mailroom, the Staff Services Manager II and/or Executive Management.

C. Supervision Exercised None

D. Administrative Responsibility None

E. Personal Contacts The incumbent has daily contact with BAR business services staff, BAR supervisors or designee, and DCA contract staff. Weekly contact with BAR Executive management. Weekly correspondence/communication with either contract bidders or current contractors.

F. Actions and Consequences Failure to provide correct information to managers, supervisors, and employees could result in illegal contracts, complaints and/or grievance from the bidders, managers, supervisors and employees. Failure to process appropriate documents could also result in work process delays or inefficiencies, or litigation costs to defend contract provisions or failures.

G. Functional Requirements The incumbent works in an office setting with artificial light and temperature control. The ability to use a personal computer and telephone is essential. The incumbent must be able to frequently remain in a stationary position at a workstation throughout the day and must occasionally position self to perform a variety of tasks including retrieval of files.

H. Other Information The incumbent must possess knowledge of BAR organizational and functional operations; analytical techniques and tools; State Administrative Manual (SAM); State Contracting Manual; and DCA Contracting Guidelines. The incumbent must have effective written and verbal communication skills and proficiency in using a personal computer, including various software such as Word, Excel and Access. The incumbent must also be able to work cooperatively with all levels of staff within the BAR and DCA organization and with private industry. The incumbent must be able to meet deadlines while handling multiple tasks with varying timeframes. Additionally, the incumbent must have the ability to work with a wide range of individuals in a tactful and courteous manner and use good judgment.

This position is subject to Title 16, section 3830 if the California Code of Regulations, the Department of Consumer Affairs' Conflict of Interest Regulations. The incumbent is required to submit a Statement of Economic Interests (Form 700) within 30 days of assuming office, annually by April 1st within 30 days of leaving office.

I have read and understand the duties listed above and I can perform these duties with or without reasonable accommodation. (If you believe reasonable accommodation is necessary, discuss your concerns with the hiring supervisor. If unsure of a need for reasonable accommodation, inform the hiring supervisor, who will discuss your concerns with the Health & Safety analyst.)

_______________________________________________ Employee Signature

______________ Date

_______________________________________________ Printed Name

I have discussed the duties of this position with and have provided a copy of this duty statement to the employee named above.

_______________________________________________ Supervisor Signature

_______________________________________________ Printed Name

_____________ Date

Revised: 02/2020

Department of Consumer Affairs Position Duty Statement

HR-041 (Revised 7/2015)

Classification Title Staff Services Analyst Working Title Contracts Management Analyst

Position Number 646-100-5157-8XX

Board/Bureau/Division

Bureau of Automotive Repair (BAR) Office/Unit/Section / Geographic Location Administrative Branch/Business Services Unit/Contracts Management/Rancho Cordova

Effective Date

General Statement: Under the supervision of the Staff Services Manager I (SSM I), the Staff Services Analyst (SSA) is responsible for performing administrative analytical duties of average difficulty related to the planning, developing, and execution of Bureau of Automotive

Repair (BAR) contracts. Duties include, but are not limited to:

C. SPECIFIC ASSIGNMENTS [Essential (E) / Marginal (M) Functions]

40%

(E) Contracts Development Meet with BAR program managers and staff to identify contract needs. Conceptualize, write, and edit routine contracts of average complexity by preparing the contract request form or solicitation package, scope of work, budget breakdown, justifications, and standard language Ensure compliance with Department of Consumer Affairs (DCA) and Department of General Services (DGS) contract standards and guidelines. Ensure participation from certified small business, the disabled community, veterans and other protected groups by utilizing the internet to research and query DGS Small Business website for active participants. Draft informal bid invitations, review and mail invitations to potential bidders for participation.

35% (E) Contracts Monitoring and Maintenance Maintain BAR's contract files containing original signed contract, accounting records and supporting bidders' documents Maintain electronic file (quasi database) contract files containing detailed information. On a weekly basis, monitor expenditures by auditing invoices and occasionally surveying the end user to determine the level of contractor's services conducted. Prepare weekly management information and statistical reports, depicting status of contract progress and pending BAR purchase requests. Upon request, provide contract status reports to DCA and Department of General Services Contract staff. Respond verbally or in writing to contract audits by other agencies.

20% (E) Contracting Policies and Procedures Interpret and apply a variety of laws, rules, regulations and codes

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