Arts Jobs - DetailAssociate Governmental Program Analyst
California Arts Council
The California Arts Council’s (CAC) mission is advancing California through the arts and creativity. The four goals of the agency include 1) Building public will and resources for the arts- ensure strong support for the arts statewide among the public, elected officials, and decision makers; 2) Diversity, access and partnerships- Ensure the CAC’s work is reflective of California’s diverse populations and accessible to all; 3) Thought leadership- Establish the CAC as a leading authority and champion for the arts in California, regionally, and nationally; 4) Programs and services- Ensure programmatic excellence, effectiveness, and relevance in all of the CAC’s programs and services. CAC believes that Californians can thrive from public support for creativity and the arts. Our agency mission, goals and objectives are intended to ensure that the arts are recognized, celebrated, and supported in communities across the state.
The California Arts Council’s recognizes that its employees are its most important asset. CAC employees are the vital link that ensures its vision, mission and values are fully realized. To that end, the CAC strives to ensure that its workforce is drawn from the broadest segments of society and reflects the diversity of California.
Position Description: The AGPA has a primary responsibility for the analytical and technical support of the California Arts Council operations as related to contract and procurement support for human resources, information technology and office management functions, research and project management.
In order to ensure that contracts and procurement processing meet state regulations, the incumbent:
- Serves as the Agency’s Procurement Administrator between CAC and the DGS Contract Services sections to ensure compliance. Provides all required documentation, timely responses to inquiries and tracking the contract through the approval process.
- Acts as liaison between the agency and DGS legal office and Office of procurement for the approval of all contracts and other related issues. Consults with and seeks advice from DGS legal staff and other DGS staff as needed.
- Prepares and develops the more complex contract agreement forms and attachments, ensuring compliance with all contracting laws, regulations and State Contracting Manuals of the state,
- Collaborates with staff to develop complex scopes of work, rate/payment schedules, project plans and ensure that justifications and specifications are clear, concise and meet the CAC’s needs. Consults directly with the staff concerning the revision of contract language as needed and advises staff of contract status and issues that may arise during the course of the contract period.
- Reviews contract budgets and ensure that all returned contracts are complete, follows up for additional information and/or for forms that have not been returned by the due date.
- Gathers and analyzes data such as cost, availability, and performs cost-benefit analysis to make informed and effective procurement recommendations to management and staff.
- Analyzes more complex changes in state laws, rules and regulations pertaining to procurement and consults with management on how changes will impact agency’s contracting and purchasing programs.
- Develops more complex Request for Proposals (RFP) and Invitation for Bids (IFB) by researching desired goods and/or services in conjunction with the needs of the agency.
- Negotiates and coordinates with vendors regarding products and facilitates adjustments and/or returns on wrong, damaged and or substandard items.
- Responsible for the placement of more complex proposals and bid advertisements in the California Contracts Register and eProcurement.
- Independently executes all annual service contracts and implements new cost effective maintenance agreements.
- Supports project implementation by initiating and maintaining communication with contractors.
In order to determine, secure, and thoroughly document and file all aspects of the contracts and/or purchases related to the daily operations of the agency, the incumbent:
- Creates purchase orders in FI$Cal in order to encumber funds and allow payment of contract. Assigns accounting codes for the encumbrance of contract amounts and ensures they are properly assigned against the agency’s budget.
- Reviews and finalizes Non Competitive Bid Justifications forms.
- Researches, analyzes and prepares complex reports, forms and memo’s for State Controller’s Office, Department of Finance and Department of General Services.
- Creates, tracks and analyzes expenses on the agency’s Cal-Cards accounts and prepares Cal-Card purchases.
- Assists management in the development of internal administrative procedures and guidelines, this includes research, review and development. Ensures that language reflects current and relevant information.
- Identifies needs and makes recommendations for process improvement and presents data or information to management. Provides input in plan development to implement recommended changes/processes.
- Creates and provides ad-hoc reports, data and analysis for management and staff when requested.
- Develops presentations on interagency contracts and agency projects.
- Analyzes financial and procurement data collected from the accounting system, proposals and status reports to prepare summaries and informational reports for Council and Senior Management.
- Uses MS Excel and MS Access to create files, analysis documents and tracking databases for reporting to management.
- Makes recommendations to management and provides status reports to management regarding contracting activities for the CAC.
In order to ensure the agency follows all State policy within the State Contracting Manual, State Administrative Manual, Department of General Services Procurement Policy and State, the incumbent:
- Serves as the Office Manager and facilities coordinator lead.
- Advises management and provides input into the organization system and office equipment for the agency.
- Serves on the building’s emergency team.
- Administers the Records Retention program for the agency
- Researches and advises management of changes in policy or procedures
- Develops guidelines and agency procedures to ensure adherence to annual retention cycle
- Organizes and manages the paper and digital files for the agency.
Other functions such as:
- Acts as SB/MB and DVBE advocate.
- Public records requests
- Serves as recycling Coordinator
- Forms Management Coordinator with CAC management and staff to refine, clarify and simplify public use and office forms. Provides annual reports to the Office of Information Services as it relates to public use forms.
Knowledge and Abilities
Knowledge of: Principles, practices, and trends of public administration, including management and supportive staff services such as budget, personnel, management analysis, planning, program evaluation, or related areas; principles and practices of employee supervision, development, and training; program management; formal and informal aspects of the legislative process, the administration and department’s goals and policies; governmental functions and organization at the State and local level.
Ability to: Reason logically and creatively and utilize a variety of analytical techniques to resolve complex governmental and managerial problems; develop and evaluate alternatives; analyze data and present ideas and information effectively both orally and in writing; consult with and advise administrators or other interested parties on a wide variety of subject-matter areas; gain and maintain the confidence and cooperation of those contacted during the course of work; review and edit written reports; establish and maintain project priorities; develop and effectively utilize all available resources; and effectively contribute to the department’s affirmative action objectives.
- Experience developing administrative programs, preferably in the arts, government, nonprofit, or related fields.
- Ability to conduct impactful research, lead development, and prepare implementation plan elements as needed.
- Experience working with State agencies and/or related public/private entities.
- • Knowledge of tools and techniques associated with strategic sourcing.
- Proficiency with a personal computer and MS Word, Excel, Access, Outlook and the Internet.
- Ability to write comprehensively and effectively, demonstrating ability to communicate with all levels of management, peers, and external customers.
- Organize and structure work for effective performance and goal attainment and the ability to set and balance priorities.
Special Personal Characteristics
- Demonstrated ability to act independently, open-mindedness, flexibility, and tact.
- Dependable; responsible; positive attitude.
- Ability to lead and participate in teams.
- Ability to provide objective overview of situations.
- Willingness to accept challenges, handle multiple projects simultaneously.
- Ability to effectively handle stress and deadlines.
- Use diplomacy and be resourceful.
Work, Environment, Physical and Mental Abilities
- Professional office environment, appropriate business attire required.
- Daily use of phone, fax, copiers, and general office and communication equipment.
- Occasional use of cell phone, pagers and laptop computers.
- Frequent use of a personal computer, related software applications and the Internet at a workstation.
- Use of hand cart to transport documents and/or equipment up to 15-20 lbs., i.e. laptop computer, files, reference manual, solicitation documents, etc.