Contracts Administrator I/II/III/Sr. - Behavioral Health

Description

How to Submit a Successful Application video: https://hr.venturacounty.gov/how-to-apply/application

The Department

As a vital department of Ventura County Health Care Agency (HCA), Ventura County Behavioral Health (VCBH) provides comprehensive mental health and substance use treatment services tailored to meet the needs of our community. From mobile crisis response to outpatient treatment, our array of programs ensures individuals receive the support they need at every stage of their journey.

THE POSITION

Under general direction, plans, organizes and coordinates contracts, memorandums of agreement, grants, and board letters as part of the Behavioral Health Department Provider Network Management Team.

THE IDEAL CANDIDATE

The ideal candidate will be analytical, able to handle a large workload under tight timelines, a skilled negotiator, and will demonstrate creativity and resourcefulness in identifying opportunities for value and cost savings. Further, the ideal candidate will have extensive 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.

WHAT WE OFFER: The County of Ventura offers an attractive compensation and benefits package. Aside from our base salary range, an employee within this position may also be eligible for the following:

• Educational Incentive: Some positions may be eligible for educational incentive. This incentive may be 2.5%, 3.5%, or 5% for incumbents in eligible positions based on completion of an Associate’s, Bachelor’s, or Master’s degree that is not required for the classification.
• Bilingual Incentive: Some positions may be eligible for bilingual incentive depending on the applicable memorandum of agreement and the needs of the department. In order to qualify for this incentive, incumbents in eligible positions must take and pass the applicable bilingual fluency exam with a score of seventy percent (70%) or higher. Proficiency levels by exam are $0.69/hour (Level I), $1.00/hour (Level II), or $1.32/hour (Level III).
• Merit Increases: New employees serving their initial County service probationary period in a Professional classification are eligible for an initial 5% merit increase upon completion of at least 2,080 hours (approximately 1 year) assuming work meets satisfactory standards. Subsequent merit increases will be upon completion of each additional 2,080 hours (approximately one year) from the initial merit increase.
• Deferred Compensation: Eligible to participate in the County's 401(K) Shared Savings Plan and/or the Section 457 Plan. If you participate in the County sponsored 401(K) plan, the County will match a part of your contribution up to 3% of your salary, on a per pay period basis.
• Health Plans: You are afforded a flexible credit allowance for purchasing medical plan under the County’s Flexible Benefits Program. County now pays 100% of dental, and vision premiums.
• Flexible Spending Accounts: Pre-tax benefit towards eligible medical, dental and vision care expenses.
• Pension Plan: Participate in the County's defined benefit pension plan that provides lifetime payments to retirees. Members are "vested" after attaining five years of retirement service credit. If eligible, you may establish reciprocity with other public retirement systems such as CalPERS.
• Holiday: 13 paid days per year which includes a scheduled floating holiday.
• Additional Benefits: Tuition Reimbursement, Disability Plans, Employee Assistance Program, Life Insurance, Wellness Program.
• To learn more about the benefits, please follow the link below: https://hr.venturacounty.gov/policies-memorandum#docaccess-c09d9aba007193c8a37b4e502c426f3e
  
  

PAYROLL TITLE: Program Administrator I/II/III/Senior

APPROXIMATE SALARIES

Program Administrator I $2,868.05 - $4,015.67 Biweekly

Program Administrator II $3,212.48 - $4,497.91 Biweekly

Program Administrator III $3,363.23 - $4,708.99 Biweekly

Sr. Program Administrator $3,779.83 - $5,292.28 Biweekly

DEPARTMENT/AGENCY: Health Care Agency - Behavioral Health

Program Administrator I, II, III and Senior are Management classifications and are not eligible for overtime compensation. Incumbents in these classifications are eligible for benefits at the MB4 level, with the Senior classification eligible at the MB3 level.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies for these positions only. The current vacancies include two (2)Regular positions and one (1) Temporary position. All positions are in-office.

NOTE: If appointed at the lower level, incumbents may be promoted to the higher level without further exam upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.

TENTATIVE SCHEDULE

OPENING DATE: 9/17/2026

CLOSING DATE: 9/23/2026 at 5:00 p.m.

Examples Of Duties

Duties may include, but are not limited to the following:

• Manages the execution and administration of a wide variety of contracts and grants for the Behavioral Health Department;
• Monitors contract outcomes and outputs to ensure that the contractor is performing in accordance with contract terms and expectations;
• Conducts contract budget projections and assists with annual contract budget development process;
• Completes grant administration for the department and oversees all associated grant management functions;
• Researches, analyzes, and prepares reports, correspondence, presentations, and recommendations regarding contract and grant issues, operational improvements, and corrective actions for management and policy makers;
• Prepares board letters for presentation to the Board of Supervisors and manages the associated workflow through final approval and execution of agreements or Board items;
• Develops, reviews and revises policies and procedures related to contracts and grants; identifies opportunities to improve processes, operational efficiency, cost effectiveness, and contract terms; and makes recommendations for changes;
• Consults with County administrators and legal counsel regarding the interpretation of laws and regulations related to procurement and/or contract terms and conditions;
• Develops request for proposal (RFP) solicitation documents and manages Request for Proposal (RFP) processes for the Behavioral Health department;
• Serves as a liaison to contractors and County agencies, providing technical support and customer service and coordinating the execution of contracts and purchase orders;
• Manages recordkeeping systems related to contract administration activities;
• Performs other related duties as required.
  
  

In addition to the duties above, Senior Program Administrator may include:

• Supervises, trains, and evaluates the performance of professional and support staff engaged in contract and administration activities;
• Determines staffing needs and workload distribution; assigns, prioritizes, and monitors work of subordinate staff to ensure timely completion of contract and grant deliverables;
• Provides guidance, mentorship, and technical direction to staff on complex contract negotiation, fiscal analysis, and grant administration matters;
• Establishes performance standards and expectations for staff; conducts regular performance evaluations and addresses performance concerns, including progressive discipline as needed;
• Develops and delivers training to staff on contract policies, procedures, and regulatory changes affecting contract and fiscal operations;
• Reviews and approves work products prepared by subordinate staff, including contracts, board letters, RFPs, and related reports, to ensure accuracy and compliance prior to submission;
• Leads recruitment and selection efforts for contract team positions;
• Fosters a collaborative team environment and resolves interpersonal or workflow conflicts among staff;
• Serves as backup approver and decision-maker for contract related matters in the absence of the Division Chief;
• Represents the unit in meetings with management and policy makers in place of, or alongside, senior leadership when appropriate;
• Participates in the development of unit goals, objectives, and workflow procedures to improve team efficiency and effectiveness; and
• Performs other related duties as required.
  
  

Typical Qualifications

These are entrance requirements to the exam process and ensure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING And EXPERIENCE

Any combination of education and experience equivalent to:

• Program Administrator I:
• Posession of a bachelor's degree in Public Administration Health, Business Administration, or a related field AND
• One (1) year of paid professional level experience working with contracts, grants, and Request for Proposals (RFPs).
• Program Administrator II:
• Posession of a bachelor's degree in Public Administration Health, Business Administration, or a related field AND
• Two (2) years of paid professional level experience working with contracts, grants, and Request for Proposals (RFPs).
• Program Administrator III:
• Posession of a bachelor's degree in Public Administration Health, Business Administration, or a related field AND
• Four (4) years of paid professional level experience working with contracts, grants, and Request for Proposals (RFPs).
• Senior Program Administrator:
• Posession of a bachelor's degree in Public Administration Health, Business Administration, or a related field AND
• Six (6) year of paid professional level experience working with contracts, grants, and Request for Proposals (RFPs).
  

NOTE: Additional related work experience may be substituted for education on a year-for-year basis

Necessary Special Requirements

• Contract and grant administration, including negotiation, writing, and performance monitoring.
• Budget and fiscal management by overseeing budget administration and identifying cost-saving opportunities.
• Request for Proposal (RFP) development and managing the creation and execution of RFPs.
  
  

Desired

• Customer services as it relates to grant administration
• Working with diverse groups of stakeholders
  
  

KNOWLEDGE, SKILLS, And ABILITIES

Working knowledge of:

• the principles and techniques of program and project management;
• contract and budgetary preparation and analysis;
• fiscal management;
• organization and staffing;
• administrative application of data processing;
• public relations and customer service support;
• personnel administration as applicable to allocated level and program;
• principles and practices of contract and grant administration and management;
• request for proposal (RFP) process;
• applicable laws, regulations, policies, and procedures governing public procurement, contracts, and agreements;
• records management principles and practices applicable to contract and grant administration, including maintaining, tracking, and organizing electronic and physical contract records;
  
  

Ability To

• analyze administrative and fiscal issues, exercise sound judgment, and resolve issues satisfactorily and in a timely manner;
• prepare a variety of written reports, recommendations, Board letters, and other administrative documents;
• speak effectively in public and with the public;
• plan, organize, assign, prioritize, and supervise the work of others within established deadlines;
• analyze current policies to identify areas that need improvement or revisions;
• negotiate contract terms and conditions and resolve contract issues while balancing program, fiscal, legal and operational requirements;
• monitor contract and grant performance for compliance with established requirements, terms, conditions, and performance expectations;
• review and evaluate contracts, Board letters, RFPs, reports, and other administrative work products for accuracy, completeness, compliance, and adherence to established requirements;
• develop and deliver training on policies, procedures, regulatory requirements, and contract administration practices;
  
  

Skill In

• public speaking and delivering presentation;
• communicating clearly and effectively orally and in writing
• developing RFP solicitation documents, including describing the scope of work, vendor requirements, and proposal submission guidelines
• building and fostering collaborative relationships with stakeholders, promoting teamwork despite differences in opinion or background
  
  

Recruitment Process

FINAL FILING DATE : Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Wednesday, September, 23, 2026.

To apply on-line, please refer to our web site at www.ventura.org/jobs . If you prefer to fill out a paper application form, please call (805) 677-5184 for application materials and submit your application to County of Ventura, Human Resources- Health Care Agency, 646 County Square, Ventura, CA 93003.

NOTE TO APPLICANTS: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.

LATERAL TRANSFER OPTION: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here for additional information.

SUPPLEMENTAL QUESTIONNAIRE – qualifying: All applicants are required to complete and submit the questionnaire for this exam at the time of filing. The supplemental questionnaire may be used throughout the exam process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION – qualifying: All applications will be reviewed to determine whether stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

TRAINING and EXPERIENCE EVALUATION: A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to supplemental questions. The T&E is a method for determining the better qualified applicants among those shown to meet the stated requirements. Using a T&E, applicants may be scored or ranked according to criteria that most closely meet the business needs of the department. When the pool of candidates is exceptionally strong and large candidates are typically scored or ranked in relation to one another; consequently, some qualified candidates may receive a score or rank which is moderate or lower resulting in them not being advanced in the process.

NOTE: The selection process may consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills and abilities. It is highly recommended that the supplemental questions within the application are completed with care and diligence.

NOTE: If there are a high number of qualified applicants, a comparative screening will be conducted to determine which of the applicants will be selected for invitation to the oral examination. Applications will be evaluated and ranked according to criteria that most closely meet the needs of the department, so it is essential that applicants provide as much detail as possible and answer all parts of the application and supplemental questions, if applicable.

ORAL EXAMINATION - 100%: A job-related oral examination will be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: If there are three (3) or fewer qualified applicants, an examination may not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

Applicants successfully completing the exam process may be placed on an eligible list for a period of one (1) year.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information, and driving record may be required for this position. For further information about this recruitment, please contact Vivian Merida by telephone at (805) 677-5231 or by e-mail at Vivian.Merida@venturacounty.gov

EQUAL EMPLOYMENT OPPORTUNITY The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.