Social Services Program Administrator

Job Details

Salary : $114,025.44 - $145,693.44 Annually

Location : West Hollywood, CA

Job Type: Full-time Regular Status

Job Number: 24-50259-02

Department: Human Services & Rent Stabilization

Division: HSD - Human Services

Opening Date: 04/11/2024

Closing Date: Continuous

FLSA: Exempt

Bargaining Unit: WEHOME

JOB SUMMARY

This recruitment is open on a continuous basis and may close without prior notice once a sufficient number of qualified applications have been received. The first application review will occur on May 8th, 2024. Apply early to ensure priority consideration.

Performs a variety of complex professional functions related to human services programs, including: serving as project manager for grants, human services programs and in-house projects; collecting, analyzing and presenting data for grants; designing, developing, planning, implementing and overseeing various projects, programs and activities; drafting requests for proposals, evaluating vendors and recommending contract award; negotiating contracts; and providing technical assistance to various agencies.

You are invited to join a dedicated, compassionate team committed to supporting the City's most vulnerable community members. The City of West Hollywood seeks experienced human services professionals with extensive experience administering human services programs, Request for Proposals (RFPs), contracts, and grants management. The ideal candidate will have recent hands-on, direct-related experience administering/coordinating programs for community needs and social services delivery. The ideal candidate will have a proven track record of designing, implementing, and managing such programs. The incumbent must have experience working with diverse populations. Additionally, the candidate must be skilled in preparing well-written, clear, concise reports, correspondence, and other written material, and possess strong public speaking skills. Experience working with non-profit/regional partnerships, boards, committees, and/or commissions is highly desirable.

Job Flyer:
Reports to: Social Services Supervisor
EXAMPLES OF DUTIES

ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.)

• Manages social services programs, which includes: assessing needs; researching, analyzing and developing priorities; drafting requests for proposals (RFP), analyzing and evaluating responses and recommending contract award and budget; drafting and negotiating contracts; and consulting with contractors and providing assistance to contractors and administrators.
• Monitors contracts with non-profit organizations, including: managing programs; providing guidance to staff and resolving problems; conducting site visits to determine compliance with contract and City policy; reviewing documentation systems; overseeing budgets; and reviewing and approving program and fiscal reports.
• Conceptualizes and develops projects, including: assessing community needs; researching and evaluating grant opportunities to pursue viable sources; creating complex statistical demographic analysis to prepare grant applications; implementing and managing program, scope of work and time line; quantitatively evaluating project objectives, outcomes and effectiveness to report to grantor; hiring, training and supervising consultants; and developing and publishing promotional publications (brochures, flyers, resource guides, etc.).
• Interacts with constituents and provides information and referrals.
• Represents the City and/or serves as a liaison and/or member of various committees/teams and collaborates on projects, presents reports to and negotiates with others outside own work area to coordinate efforts and maintain cooperative and efficient relations.
• Establishes and maintains communications with elected officials, boards and commissions; prepares complex reports; receives, sorts, and summarizes material for the preparation of reports; prepares work reports, resolutions and staff reports and makes presentations.
• Identifies and plans conferences related to issues impacting the community, including: developing agenda and curriculum; securing speakers; facilitating planning meetings; determining and delegating responsibilities; coordinating conference logistics; and evaluating event.
• Organizes and arranges division activities with other departments, divisions and/or outside agencies; responds to citizen inquiries.
• Oversees in-house social services programs.
• Reviews constituent concerns and complaints and refers to appropriate staff.
• Designs materials, organizes and conducts training sessions on social services delivery method and contract administration procedures.
• Ensures quality standards and compliance with regulations are maintained.

IMPORTANT JOB FUNCTIONS:

• Proposes, develops and coordinates special events, including: coordinating advertising; securing speakers, vendors, etc.; coordinating activities with other departments; and making presentations to obtain approvals and funding.
• Maintains and upgrades professional knowledge, skills, and development by attending seminars and training programs and reading trade and professional journals and publications.
• Interacts with a variety of high level individuals, both internally and within the community to provide information, disseminate departmental information and assist in resolving administrative issues.
• Follows up on inquiries from various agencies, groups, media, etc., regarding department programs and services.
• Disseminates a variety of information to various agencies, divisions, or departments.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience:

• Bachelor's degree from an accredited four-year college or university in a related field; Master's degree is preferred; and,
• Four to five years of progressively responsible related experience; or,
• Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Administrative principles and practices, including goal setting and implementation.
• Applicable state, federal and local ordinances, codes, laws, rules and regulations and legislative issues.
• Principles, practices and theories of social services delivery.
• Principles, methods and techniques of contract administration, negotiation, monitoring and evaluation.
• Social service program development and implementation.
• Needs assessment techniques.
• Principles and practices of public administration, including knowledge of government organizations and operations.
• Clinical social work principles.
• Non-profit organization service delivery, management and administration.
• Budget and grant development processes and procedures.
• Preparing clear, concise reports, correspondence and other written material.
• Municipal contract management.
• Principles, practices, and techniques of effective customer service and collaborative problem solving.
• Methods and techniques of research, statistical analysis and report presentation.
• Program management techniques, including contract management.
• City government organization and operations.
• External governmental bodies and agencies related to area of assignment.

Skill in:

• Planning, organizing, assigning, directing and, reviewing the work of staff.
• Interpreting laws and legislation.
• Conducting needs assessment.
• Developing, managing and promoting programs and projects.
• Public speaking techniques.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Developing and implementing long and short term plans and policy recommendations.
• Analyzing and resolving administrative situations and problems.
• Researching, compiling, and summarizing a variety of informational and statistical data and materials.
• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
• Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols.
• Communicating orally with internal staff, the public, and City and government officials in order to give and receive information in a courteous manner.
• Using computer and all appropriate computer applications to perform the essential and important functions of the job.
• Operation and routine maintenance of general office machines such as copiers, and telephone systems.

Abilities:

• Ability to read and interpret documents such as operation and maintenance instructions, and procedure manuals.
• Ability to communicate in English both orally and in writing at the appropriate level.
• Ability to perform mathematical calculations at the appropriate level.
• Ability to establish and maintain effective working relationships with others.
• Ability to learn and follow City and departmental policies and procedures.
• Ability to analyze and resolve complex problems involving several variables.
• While performing the essential functions of this job, the incumbent is regularly required to sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and occasionally push, pull and/or lift up to 10 pounds.

Working Conditions:

• Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.
• The incumbent's working conditions are typically moderately quiet, but may be very loud at some locations or during the completion of some functions.
• Working time may require irregular hours, various shifts, weekends, holidays, and on-call status

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

Retirement
The City participates in the California Public Employees' Retirement Systems (CalPERS). The retirement formula will be based on appointment date and membership status with CalPERS, e.g. 2% @ 62 for New Members (average of three highest years) or 2.7% @ 55 for Classic Members (single highest year) with less than a six-month break in service from another CalPERS or CalPERS reciprocal agency. New Member employees are responsible for paying the employee contribution of one-half of the total normal cost of the plan (currently at 7.25%), as defined by CalPERS, through a payroll deduction. Classic Members are responsible for paying the employee contribution of 8% through a payroll deduction. The City does not participate in Social Security.

• $150.00 per month 457 deferred compensation contribution paid by the City (employer contribution). Employee can also make employee contributions toward the same plan. Annual limited is dictated by the IRS.
• $100.00 per month Retiree Health Savings (RHS) account contribution paid by the City (employer contribution).

Health Benefits

• The City covers the full health insurance premiums for medical, dental, and vision insurance for the employee and eligible dependents, including children under the age of 26 (effective the 1st of the month following hire date).

Leaves

• Vacation Leave:
  • 80 hours - less than one year of service;
  • 120 hours - 2nd through 5th years of service;
  • 140 hours - 6th through 9th years of service;
  • 160 hours - after 10 years of service.
• Sick Leave: 96 hours per year.
• Personal Leave: 36 hours per year (prorated by quarter).
• 11 City paid holidays.
• 5/40, 9/80 & 4/10 work schedule (depends on department/division's operational needs)

Other Benefits

• Technology stipend ($75.00 per month) for telework-eligible positions.
• Annual MTA pass issued to all WEHOME employees.
• Life insurance equal to 1.5 times your annual salary, plus $20,000, to a maximum of $120,000 (effective the 1st of the month following hire date).
• Disability Insurance: 66 2/3% of salary to cap of $3,077 per week, after a 29-day waiting period for short-term disability.
• Optional Benefits: AFLAC, Supplemental Life Insurance, Pre-Paid Legal Services, Flexible Benefit Plan (FSA) for medical reimbursement and dependent care assistance and cash out of accrued Vacation and Administrative Leaves (if applicable).
• Tuition reimbursement at 100% of the fee schedule for the University of California (UC Tuition Resident fee) for job-related courses pre-approved by the Department Director (up to $13,752 for Fiscal Year 2023-2024) and Required Textbook reimbursement (up to $2,500 for Fiscal Year 2023-2024).

01

The following Supplemental Questionnaire is part of the examination for this position and will be used in determining your qualifications. In order to receive every consideration in the selection process, you must complete all questions with concise but detailed answers and provide all requested information. The experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History/Experience section of your Employment Application. The hiring department will review each answer to evaluate your qualifications. Responses such as "See Resume" or "See Application" will result in your application not being considered.
Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process.
Note: Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of West Hollywood.
By continuing in the recruitment process, you are certifying that all information provided in the Supplemental Questionnaire is true to the best of your knowledge. If you are selected to continue in the recruitment process, your qualifications may be evaluated through employment verification, reference checks, and written, skill assessment, and oral examinations.
Select "Yes" to reflect that you have read and understand this statement.

• Yes
• No

02

Please describe your experience overseeing programs offered to a diverse and vulnerable community.

03

You are responsible for designing four in-service presentations for staff members of local non-profit agencies which contract with the City to provide services to residents. What four (4) topics would you present and why?

04

Please describe your experience in preparing and making presentations to a variety of groups, including experience presenting before management and/or elected officials.

05

As part of the application process, you are required to submit an original writing sample of which you are the author. Please attach your writing sample to your online application in PDF only (file size not to exceed 10 MB). If you have any questions, you may email Human Resources at ...@weho.org (Subject: Social Services Program Administrator).

*I have read the above directive and have attached the necessary documents. I understand that failure to include the required attachments may result in the disqualification of my application.

• Yes
• No

Required Question

 City of West Hollywood, CA

 06/08/2024

 West Hollywood,CA