Administrative Services Supervisor (Community Program Specialist V)

City of Long Beach•Long Beach, CA

1d•Hybrid

About The Position

The Community Program Specialist V (Administrative Services Supervisor) is an unclassified, at-will supervisory position that reports to the Workforce Development Officer and provides leadership and oversight for Data Management, Contracts, and Procurement. This role is responsible for ensuring integrity, accuracy, and compliance of workforce program data across the Workforce Innovation and Opportunity Act (WIOA) and other federal, state, and locally funded initiatives. It also oversees contract administration and procurement functions, including the development, monitoring, and compliance of program contracts and purchasing activities. The position plays a key role in strengthening performance accountability, driving continuous improvement, maintaining audit readiness, and advancing equitable service delivery. This position supervisors a team of three staff—one Data Integrity Specialist, one Training and Contracts Coordinator, and one Contracts and Procurement Specialist, and serves as the lead authority for data governance, reporting systems, performance monitoring, and contracts and procurement functions in support of workforce development programs. This position offers a hybrid schedule with one (1) telecommute day per work week, and the option of a 9/80 alternative work schedule.

Requirements

Graduation from an accredited college or university with a Bachelor's Degree in Business Administration, Public Administration, or closely related field (Proof required at time of application).
Four (4) years full-time professional experience in contracts administration, procurement functions, and providing supportive services in grant funded programs, projects, and services.
A Master’s Degree in Business Administration, Public Administration, or closely related field from an accredited college or university may be substituted for up to one (1) year of the required professional experience. (Proof of education required).
An Associate’s Degree in Business Administration, Public Administration or closely related field and six (6) years of full time professional experience in contracts administration, procurement functions, and providing supportive services in grant funded programs, projects, and services may be substituted for the required Bachelor’s Degree and four (4) years of experience. (Proof of education required).
Experience offering specific and substantial preparation for the duties of the position may be substituted for the required education on a year-for-year basis.
A valid driver’s license, or the ability to arrange necessary and timely transportation for field travel, may be required for some assignments.
Required documents, such as transcripts, degrees, certificates, or licenses, must be uploaded to the online application in PDF format at the time of filing.
Any document submitted must contain either the applicant's name or other identifying characteristics on the document.
Proof of education for academic degrees should indicate the type of degree and date of degree conferral.
Candidates who possess degrees or units from outside the United States must attach proof of educational equivalency at the time of filing.

Nice To Haves

Experience with statistical data collection, analysis, and reporting, including the ability to query, extract, and interpret data from relational databases and present findings clearly.
Experience with procurement processes and contracts administration, including purchasing procedures, vendor coordination, development, monitoring, and compliance of service agreements in accordance with federal, state, and local regulations for grant-funded programs.
Experience working within a multi-funded public workforce development system, with knowledge of Workforce Innovation and Opportunity Act (WIOA) requirements, service delivery, and performance measures.
Strong critical thinking, judgment, and problem-solving skills with the ability to manage multiple priorities, meet deadlines, and take initiative with minimal direction.
Excellent oral & written communication and interpersonal skills, with the ability to collaborate across multiple levels including leadership, front-line staff, and partner agencies.
Experience in process improvement, records management, and safeguarding confidential information within a workforce or public sector environment.
Experience with workforce development platforms such as CalJOBS, Cal-E-Grants, Youth@Work Portal, or ARS, and proficiency in Microsoft Office Suite (Excel, Word, Outlook).
Experience designing and delivering training or staff development sessions, and/or experience in a supervisory or management capacity.

Responsibilities

Lead and supervise staff responsible for data management, contracts, and procurement, providing strategic direction, guidance, and performance oversight to ensure accurate and timely data reporting and effective contract and procurement administration across all workforce programs.
Oversee and support the development, implementation, and performance monitoring of contracts and procurement activities, including training contracts and other program-related agreements, ensuring compliance with federal, state, county, and local procurement and contracting requirements.
Support compliance monitoring activities, including the preparation of audit documentation and development of written responses to audit findings and corrective action plans.
Analyze and monitor program performance outcomes, service levels, and compliance metrics for federal, state, county and local grants.
Research and apply best practices related to performance and data management, to promote and implement continuous improvement strategies.
Compile, prepare, and present program information to executive leadership, workforce development board, program managers, front-line staff and partnering agencies.
Generate and deliver case management tools to program staff (e.g., caseload rosters, grant reports, data management-related guidance).
Prepare and present monthly, quarterly, and annual reports in a timely and accurate manner.
Develop and present operational guides and training materials.
Serve as the designated local Management Information System (MIS) Administrator.
Represent the Long Beach Workforce Innovation Network (LBWIN) at local, regional, and statewide convenings.