Job Description

Overall Job Objective

Salary
$103,625.60 - $129,521.60 Annually
Location
Redwood City, CA
Job Type
Full-Time
Department
Human Resources Department
Job Number
D045Z
Closing
11/26/2018 11:59 PM Pacific
Description

The County of San Mateo Human Resources Department is seeking candidates for the position of Contract and Procurement Administrative Services Manager.
 
Working closely with the County Procurement Manager, the Contract and Procurement Administrative Services Manager (Manager) will perform a wide variety of moderate-to-highly complex analytical and administrative support activities that have County-wide impact. 
 
These activities will include finalizing the implementation of the County's new Contract Management System (CMS), assisting with administration of the System, and acting as a subject matter expert on the system by providing support, training, and expertise to contract administrators in various County departments. The Manager will also have responsibility of assisting with the development of documentation and specific training for the system. 
 
In addition to being an administrator of the CMS, the Manager will assist County staff with developing and monitoring solicitations and contracts for goods and services, procuring and supervising the procurement of supplies, equipment, and services, assisting departments with the Request for Proposals (RFP) processes, and drafting procurement and training documents for County-wide use.  The County enters into more than 1,500 contracts annually with a dollar value more than $300,000,000.

Experience with Agiloft Contract Management Suite software is desirable. A background in the legal/paralegal field is an advantage. Strong writing, editing, and analytical skills are critical. Because much of the work may involve reviewing the work of others, superior interpersonal and presentation skills are required.
 
The successful candidate for this position will:

  • Have excellent communication, writing, proofreading, and editing skills.
  • Be an effective communicator and relationship-builder and an effective collaborator with customer departments, staff, and contractors/vendors.
  • Be well-versed with relevant laws, regulations, and policies that impact and/or regulate government procurement.
  • Possess a commitment to maintaining a high standard of customer service.
  • Have demonstrated knowledge of and experience in government procurement and contract administration.
  • Be experienced in developing, negotiating, monitoring, and amending complex private and government contracts, memoranda of understanding (MOUs), and RFPs for the procurement of goods and professional services.
  • Have demonstrated ability to effectively address and manage contract non-compliance and disputes.
  • Have the ability to efficiently and effectively use technology and resources to improve project workflow and process improvement for contract management.
 
Designation as a Certified Purchasing Manager (CPM), a Certified Professional in Supply Management (CPSM), or a Certified Public Purchasing Officer (CPPO) is desirable but not required.

NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies. 

Examples Of Duties

Specific duties and responsibilities include, but are not limited to the following:

  • Direct the work of both professional and clerical staff responsible for the purchase of materials, supplies, equipment, and related services for use by County departments, districts, and other affiliates.
  • Assist with the development and drafting of policies and procedures to ensure compliance with federal, state, and County code requirements that guarantee efficient, cost-effective, and quality services and maximize the County's buying power.
  • Conduct and assist in conducting negotiations with service providers and vendors.
  • Develop and maintain appropriate procedures for soliciting quotations, bids, and proposals, for agreement administration, and for inventory and records management.
  • Collaborate with departments in developing specifications for procurement needs, and confer with and advise County staff regarding complex purchasing issues.
  • Work with County-wide administrative and program services personnel to prepare final agreements, Board of Supervisors' memoranda, and County Manager's Office (CMO) documents; and work with the Clerk of the Board and CMO to assure compliance and timeliness of submissions.
  • Provide technical assistance to other department management and professional staff who are involved with contract development and management.
  • Monitor vendor performance and compliance with contract terms.
  • Develop and oversee the implementation of corrective action plans for vendors who are not fulfilling contract obligations.
  • Act as liaison with vendors and the department fiscal services staff regarding any questions or issues pertaining to payments.
  • Prepare formal extensions and amendments to existing contracts.
  • Serve as liaison to potential funders, community organizations, other County departments, governmental agencies, and the public to disseminate information.
  • Assist with developing contractor evaluation measures and reporting requirements.
  • Attend and participate in a variety of meetings and committees.
  • Prepare and/or review draft contracts to ensure accuracy, completeness, and compliance with state, federal, and county laws and with funding source requirements.
  • 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 five years of increasingly responsible experience performing a variety of contract and procurement administrative duties in a large, complex public agency.

Knowledge of: 
  • Principles and practices of public administration.
  • Principles and practices of contract development, negotiation and monitoring, including budgeting and financial record keeping.
  • Contract and legal drafting.
  • 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 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.
  • 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

Open and Promotional.  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.
 
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.  
 
Answers to the supplemental questions must be submitted in addition to the standard San Mateo County employment application. A resume will not be accepted as a substitute for the required employment application and supplemental questionnaire.
 
EXAMINATION PROCESS: 
The examination process will consist of the steps detailed in order below. Not all applicants meeting the minimum qualifications are guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California, and applicants must participate in person, at their own expense.
 
Initial Review of Application Materials (weight: pass/fail). Overall presentation will be evaluated at this step and applicants submitting incomplete application and responses to the supplemental question, lacking relevant qualifications and/or not following instructions will be disqualified. Applicants who pass the initial review will be moved to the application screening by subject matter experts.
 
Application Screening (weight: pass/fail). Subject matter experts will be assessing relevance of applicants' training and experience to the needs of the positions being filled as well as writing skills. Assessment is based on relevant work history and background as listed on the application, responses to the supplemental questions and overall presentation. The assessors will select those applicants whose education and experience most closely match the current needs of the department. Because of this process, not all applicants are guaranteed advancement through the exam process. Applicants who pass this screening will be invited to a panel interview.
 
Panel Interview (weight: pass/fail). The panel interview may include a pre-interview writing and/or analysis exercise. Applicants who pass the interview will be placed on an eligible list.  The top seven ranked candidates can be considered to fill the position.
All interviews will be conducted in person in San Mateo County, California. Applicants must participate at their own expense and must adhere to the dates listed below.
 
RECRUITMENT SCHEDULE
Recruitment Closes:
 November 26, 2018 at 11:59 p.m.
Application Screening: November 28, 2018
Panel Interviews (Tentative): December 11 and/or 12, 2018
 

The County of San Mateo is a diverse, inclusive workplace, where employees are valued and respected for their different perspectives, experiences, backgrounds, and contributions. We are proud to be an Equal Employment Opportunity Employer. 

HR Contact: Chet Overstreet (102618) Administrative Services Manager I (D045)

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