Job: Contract and Procurement Specialist (Open and Promotional)

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Pay: $66,248 to $82,804.80/year

Salary : $31.85 - $39.81 Hourly $2,548.00 - $3,184.80 Biweekly $5,520.67 - $6,900.40 Monthly $66,248.00 - $82,804.80 Annually

Posted: 04/13/2018

Job Status: Full Time

Job Reference #: 1956703

Job Description

Overall Job Objective

Job Title:Contract and Procurement Specialist (Open and Promotional)
Closing Date/Time:Continuous
Salary:$31.85 - $39.81 Hourly
$2,548.00 - $3,184.80 Biweekly
$5,520.67 - $6,900.40 Monthly
$66,248.00 - $82,804.80 Annually
Job Type:Full-Time
Location:San Mateo County, California
 

Note: On February 15, 2018, the decision was made to change the status of this recruitment to continuous.  Applications are still being accepted for the position and a closing date will be posted with five days advance notice.  Application screenings and panel interviews will be conducted on an ongoing basis, with the first round of screenings occurring on February 20 on applications received through February 15.  The first round of panel interviews will occur during the week of March 12.  Subsequent screenings and interviews will occur as needed.  This position could be filled at any time after the first round of interviews. If you are interested in this important career opportunity, please apply immediately.

The County of San Mateo's Information Services Department is seeking an experienced individual for the position of Contract and Procurement Specialist, to coordinate the development of technology and administrative solicitations and contracts; provide program support and consultation to program staff in the areas of County contract policies; assist in the development and implementation of policies and procedures; act as a liaison to other County departments and partnering agencies; proof all documents associated with an agreement or amendment; prepare projections for program managers and prepare necessary amendments. Perform routine purchasing duties; evaluate staff purchase requests and vendor bids; create and issue purchase orders for equipment, software and support maintenance; process vendor invoices for approval and payment for goods and services. Maintain contract and procurement data in a variety of County and department applications; ensure compliance with contract and procurement requirements; and perform related work as required.

The ideal candidate will have:

  • High level of experience in the development of contracts, negotiating terms, and the contract approval process.
  • High level of proficient writing and editing skills; experienced in doing research to build scopes of work, set minimum target levels, and develop performance measures.
  • Experience working with directors, managers, and other varying levels of authority.
  • Excellent time management and problem solving skills, with the ability to exercise independent judgment.
  • Excellent attention to detail in the processing and execution of work.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to organize and prioritize work and meet critical deadlines.
  • Possess a high level of motivation, energy, diplomacy and resourcefulness.
  • Ability to work independently with minimal supervision and instruction, as well as collaboratively as part of a team.
  • Ability to exercise sound independent judgment within general policy and regulatory guidelines.
  • Familiarity with County of San Mateo government agencies or community-based organizations is preferred.

 Examples Of Duties:

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

  • Coordinate the contract development and amendment process with program staff, including the review of vendor proposals, facilitating negotiations, drafting the scope of work for the contract, securing appropriate signatures for execution, distributing executed copies, and maintaining comprehensive contract files.
  • Prepare a succinct description of the contract in the required format for submission to the executive management, County Manager's Office or Board of Supervisors.
  • Create contract and amendment supporting documents; ensure contract compliance with County, state and federal requirements regarding insurance, funding source requirements, departmental documentation and process, and payment schedule among others.
  • Create formal extensions and amendments to existing contracts.
  • Develop and coordinate the process for Requests for Proposals (RFPs) and other types of solicitations. 
  • Serve as liaison to other County departments, governmental agencies and the public to disseminate information.
  • Monitor contracts for compliance, report requirements and possible amendments.
  • Establish and maintain effective working relationships with vendors, subcontractors, County staff, elected and appointed officials, the public and others.
  • Create and issue purchase orders for goods and ensure purchasing compliance with County, state and federal requirements.
  • Review, process and track contract and purchase order payments and invoices.
  • Maintain current knowledge of contract rules and regulations.
  • Conduct analytical studies of organizational, budgetary, and administrative problems.
  • Assist in the preparation of the annual budget by reviewing and analyzing budget requests from division heads for conformity with the overall departmental program.
  • Assist in the development and installation of management improvements and practices through research and analysis.
  • Prepare or assist in the preparation of operating manuals and organization and workflow charts.
  • Compile, analyze and interpret data using research techniques; draw sound conclusions and prepare and present effective reports regarding findings and recommendations. 
  • Train staff in work procedures and provide technical and programmatic assistance to staff and subcontractors.
  • Represent the department before various agencies and groups.
  • Attend and participate in a variety of meetings and committees.
  • Perform related duties as assigned.

 Qualifications:

Education and Experience:  Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying.  A typical way to qualify is two years of professional level administrative or programmatic experience, primarily in the area of contract administration in a community services or related setting.

Knowledge of: 

  • Principles and practices of public administration.
  • Principles and practices of program areas to which assigned.
  • Principles and practices of contract development, negotiation and monitoring, including budgeting and financial record keeping.
  • Principles, practices and techniques of administrative and programmatic research and analysis. 
  • Applicable federal, state and local laws, rules and regulations and County and program policies and guidelines. 
  • Computer applications related to the work. 
  • Office administrative practices and procedures, including records management and the operation of standard office equipment.

Skill/Ability to:
  • Develop and evaluate proposals and negotiate contracts and agreements.
  • Develop, monitor and analyze budgets and program performance.
  • Plan, coordinate and implement administrative and programmatic research and analysis. 
  • Analyze, interpret and apply various regulations and requirements.
  • Train staff in work procedures and provide technical and programmatic assistance to staff and subcontractors.
  • Establish and maintain effective working relationships with grantors, subcontractors, County staff, elected and appointed officials, the public and others.
  • Communicate effectively, both orally and in writing.
  • Compile, analyze and interpret data using research techniques; draw sound conclusions and prepare and present effective reports regarding findings and recommendations. 
  • Exercise sound independent judgment within general policy and regulatory guidelines.
  • Prepare clear and accurate reports, correspondence, procedures and other written materials.
  • Organize and prioritize work and meet critical deadlines.
  • Maintain accurate records and files.

 Application/Examination:
Anyone may apply. Current San Mateo County and San Mateo County Superior Court employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, SEIU or AFSCME represented extra-help/term position prior to the final filing date will receive five points added to their final passing score on this examination. 

A supplemental application form must be submitted in addition to our regular employment application form. The examination process will consist of an application screening based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening (weight: pass/fail) will be invited to a panel interview (weight: 100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California and applicants must participate at their own expense. 

As noted previously, this recruitment is now continuous.  Application screenings and panel interviews will occur on a regular basis as applications are received.  The first round of screening will occur on February 20, with interviews to follow during the week of March 12. 

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply Online" button above or below. If you are not on the County's website, please go to http://jobs.smcgov.org/ to apply.

At the County of San Mateo, we take pride in the way our employees bring together their diverse backgrounds, experiences, and perspectives to serve our community's needs. The County is an Equal Opportunity Employer.

Analyst: Lucy Fung (011918) (Contract Administrator I - G247)
 

Application Instructions

To learn more about the position and/or to apply, please click the link below. If link is not available, please read the information above for detailed instructions on how to apply.

Apply Online
 
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