Wednesday, June 19, 2019

Probation Contracts and Grants Administrative Manager

Recruitment #18-6076-01


THIS IS A NEW ASSEMBLED EXAMINATION.  The eligible list resulting from this examination will cancel any existing list and may last approximately one year, but can be extended.

Supplemental Questionnaire: A properly completed Supplemental Questionnaire must be submitted with each application.  Failure to submit the Supplemental Questionnaire will result in disqualification.

Applications and Supplemental Questionnaires must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing.

Applications will only be accepted on-line.



The Alameda County Probation Department is an essential element of the County’s system of public protection and human services. The Department’s role is to reduce the impact of crime in the community by providing accurate, comprehensive and timely information and recommendations to the Courts, providing community-based sanctions and treatment for offenders, and working cooperatively with law enforcement agencies and community organizations with similar objectives. The Department provides a wide range of mandated and discretionary investigative, advisory, and supervisory services to adult and juvenile probationers pursuant to State law and the County Charter.


Under administrative direction, the Probation Contracts and Grants Administrative Manager is an interchangeable management position responsible for overseeing either the Alameda County Probation Department’s Contracts Management and Auditing Unit or the Alameda County Probation Department’s Grant Management Program.  Incumbents in this classification will be involved in planning, coordinating, supervising and reviewing the work of subordinate staff; instituting performance measurement standards; managing contractor performance and compliance across multiple complex service areas, and/or coordinating the grants management program for the Alameda County Probation Department (ACPD); and, performing related work as assigned.    

Please CLICK HERE for the full job description.


In addition to meeting the minimum qualifications stated below, the ideal candidate will have demonstrated a track record of success in the following areas:

  • Exceptional communication skills, both written and oral, and the ability to communicate effectively with diverse stakeholders including but not limited to personnel, community and labor unions.
  • Remarkable organizational skills, including the ability to prioritize tasks, accomplish multiple projects simultaneously, facilitate change and take prompt action to achieve objectives as well as identify issues as they arise and address them proactively.
  • Prudent innovative decision maker, with a history of choosing the appropriate courses of action by considering all implications and consequences, committing to action and ensuring successful implementation.
  • Proven ability to identify and understand complex problems and concepts, analyze information and exercise good judgment based on available data, design solutions to problems, formulate and articulate action plans, while accurately checking processes and tasks.
  • Strong leadership skills, with a track record of successful team-building which includes providing direction and structure for subordinates to facilitate accomplishment of identified goals.
  • Exceptional financial acumen, with successful oversight of contracts and grants administration.
  • Demonstrated ability to establish and maintain effective working relationships, with other Probation staff, managers, County Agency stakeholders, and community based partners.



Possession of a Bachelor’s degree from an accredited four-year college or university (180 quarter, or 120 semester, units), with major coursework preferably in business or public  administration, nonprofit management planning, criminal justice, or a social science. 



The equivalent of four (4) years of full-time increasingly responsible experience in  purchasing, contract administration, compliance monitoring projects, procedural and fiscal studies, community outreach, as an agency primary lead for contracts or grants administration, management planning, contracting, and/or grants administration in the administration of a correctional or social services program.

The equivalent of up to two years of experience as a Probation Specialist or a Fund Development and Grant Specialist working in the Alameda County Probation Department classified service, may be substituted on a year to year basis for outside experience and education.  

NOTE:  The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.


The most suitably qualified candidates will possess the following competencies:

NOTE:    The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

·  Purchasing Rules, Regulations (Local, State, and Federal), and Policies.

·  Current market conditions affecting price trends and availability.

·  Management principles and practices, including work planning and evaluation, supervision and resource allocation for a large public agency.

·  Grants management.

·  Contract administration.

·  Computer applications related to the work.

·  Research and report preparation.

·  Principles of administrative analysis.

·  Budgeting and financial recordkeeping.

·  Principles of public administration.    

Ability and Skill to:

·  Analyze information such as bids and proposals from vendors and/or contractors, purchasing contracts and program trends in order to make complex decisions and/or recommendations.

·  Prioritize, plan, manage, evaluate, and review the work of subordinate staff.

·  Deal courteously and effectively with individuals from diverse backgrounds, including staff, County representatives, vendors, and contractors.

·  Speak clearly and effectively, in order to give oral instructions, answer questions and explain work-related information to others.

·  Listen, elicit information, and present information in a formal or informal work related environment.

·  Compose job related materials, such as reports, memos, and bid proposals in a clear, concise, and understandable manner.

·  Use a PC to access information from a database, website, and communicate via e-mail.

·  Research, extract information, and utilize word processing and spreadsheet software to prepare correspondence, written reports, and document other forms of communications.

·  Maintain and refine administrative systems including file and database systems.

·  Communicate orally and in writing.

·  Collect, compile, analyze and summarize varied information, propose and consider alternatives and resource sound conclusions.

·  Explain and apply regulations and procedures in varying situations.

·  Review documents for completeness, accuracy, appropriate authorization and compliance with regulations and procedures.

·  Plan and organize work and meet critical deadlines.

·  Exercise management control.

·  Prepare budget analyses.

·  Plan, assign, direct and review the work of others on a day-to-day basis.

·  Establish and maintain effective working relationships with those contacted in the course of the work. 


The examination will consist of the following steps:

  1. A review of candidates' application to verify possession of minimum requirements.  Those candidates who possess the minimum requirements for the class will move on to the next step in the examination process.
  2. A review of the supplemental questionnaire to determine the best qualified.
  3. An oral interview which will be weighted as 100% of the candidates' final examination score.  The oral interview may contain situational exercises.

Candidates must attain a qualifying rating on each portion of this recruitment. 



Alameda County utilizes a Civil Service Selection System founded on merit.  Such a system is competitive and based on broad recruitment efforts and equal opportunity for qualified applicants to test in an examination process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position.  Many of our recruitments are targeted and specific to the needs of a current vacant position, in which case, the eligible list may be exclusively used for that current vacant position.  Other recruitments may be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work. 

To learn more about our recruitment and selection process, please visit the “What You Need to Know” section of our website,

Selection Plan

Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance.  The following dates are tentative and subject to change based on the needs of the Agency:

Deadline for Filing:

5:00 p.m., Monday, October 22, 2018

Review of Minimum Qualifications:

by Monday, November 5, 2018

Review of Supplemental Questionnaire for Best Qualified:

by Tuesday, November 27, 2018

Oral Interviews*:

Week of December 10, 2018

** Tuesday, December 18, 2018 and Wednesday, December 19, 2018

**Updated 12/7/2018 (LD)

*If designated as a combined oral examination/hiring interview, in addition to establishing an eligibility list, the oral interviews may serve as the final selection interview for vacancies in this classification. 

Alameda County and the Human Resource Services Department will make reasonable efforts in the examination and/or selection process to accommodate qualified individuals with disabilities and/or medical conditions in accordance/compliance with the State Fair Employment and Housing Act (FEHA), Federal Americans with Disabilities Act (ADA) Alameda County’s Reasonable Accommodation Policy and applicable statutes.  To request an accommodation due to a disability/medical condition during this or other phases of the examination/selection process, please contact the assigned Human Resources Representative listed on the job announcement before the last date of filing.   Alameda County requires applicants to provide supporting documentation to substantiate a request for reasonable accommodation. In order to qualify for a reasonable accommodation, applicants must have a disability/medical condition pursuant to the ADA, FEHA and applicable statutes.

For more information regarding our Reasonable Accommodation procedures, please visit our website,


Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

  • Medical – HMO & PPO Plans
  • Dental – HMO & PPO Plans
  • Vision or Vision Reimbursement
  • Share the Savings
  • Basic Life Insurance
  • Supplemental Life Insurance (with optional dependent coverage for eligible employees)
  • Accidental Death and Dismemberment Insurance
  • County Allowance Credit
  • Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
  • Short-Term Disability Insurance
  • Long-Term Disability Insurance
  • Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
  • Employee Assistance Program

For your Financial Future

  • Retirement Plan - (Defined Benefit Pension Plan)
  • Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

  • 11 paid holidays
  • Floating Holidays
  • Vacation and sick leave accrual
  • Vacation purchase program
  • Management Paid Leave**
  • Catastrophic Sick Leave
  • Employee Mortgage Loan Program
  • Group Auto/Home Insurance
  • Pet Insurance
  • Commuter Benefits Program
  • Guaranteed Ride Home
  • Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
  • Employee Discount Program (e.g. theme parks, cell phone, etc.)
  • Child Care Resources
  • 1st United Services Credit Union

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement. This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.


All notices related to County recruitments for which you have applied will be sent/delivered via email. Please add and as accepted addresses to any email blocking or spam filtering program you may use. If you do not do this, your email blocking or spam filtering program may block receipt of the notices regarding your application for recruitments. You are also strongly advised to regularly log into your County of Alameda online application account to check for notices that may have been sent to you. All email notices that will be sent to you will also be kept in your personal online application account. You will be able to view all of your notices in your online application account by clicking on the 'My applications' button on the Current Job Openings page.

Please take the steps recommended above to ensure you do not miss any notices about a recruitment for which you have applied. The County of Alameda is not responsible for notices that are not read, received or accessed by any applicant for a County recruitment.

NOTE: All notices are generated through an automated email notification system. Replies to the email box are routed to an unmonitored mailbox. If you have questions please go to our website at You may also contact the Human Resources Analyst listed on the bulletin for the recruitment for which you have applied.

Leticia Diaz, Human Resources Analyst
Human Resource Services Division, County of Alameda
510-272-6469; Email:

Alameda County is an Equal Opportunity Employer