Job Description

Overall Job Objective

Job Title:Contracts and Procurement Management Analyst (Open and Promotional)
Closing Date/Time:Mon. 07/23/18 11:59 PM Pacific Time
Salary:$37.17 - $53.78 Hourly
$2,973.60 - $4,302.40 Biweekly
$6,442.80 - $9,321.87 Monthly
$77,313.60 - $111,862.40 Annually
Job Type:Full-Time
Location:San Mateo County, California
 
The County of San Mateo's Information Services Department is seeking a highly motivated professional for the position of Contracts and Procurement Management Analyst. The successful candidate will have experience negotiating and executing contracts for services, strategic sourcing for goods and is a self-motivated, highly analytical strategic thinker with the ability to solve business problems and deliver insights that enable timely and effective operational decision-making. 

This position will report to the Administrative Services Manager and will work with cross-functional teams of the organization (Business and Performance Analytics, Operations, Client Success, Applications, and IT Security) to coordinate the development and execution of technology and administrative solicitations and contracts and procurement, provide program support and to lead the management of budgeting, planning, forecasting, and reporting activities for Countywide enterprise level agreements and purchases. This individual will analyze financial and other programmatic reports and assist with the planning and improving of existing processes.

The ideal candidate will possess:
  • Solid experience in the development of contracts, negotiation of terms, and contract execution.
  • Knowledge of and experience in governmental policies and practices in relation to procurement.
  • 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.
  • Solid analytical skills
  • Excellent verbal and written communication skills
  • Excellent detail-oriented skills and organization skills
  • Strong interpersonal skills with proven ability to develop and maintain effective business partner relations at all levels of the organization 

NOTE: The current vacancy is a regular, classified position and the eligible list created by this recruitment will be used to fill the vacancy.  If future vacancies occur, the eligible list generated from this recruitment could be used to fill future extra-help, term, unclassified, and regular classified vacancies.
 Examples Of Duties:
 Duties may include, but are not limited to, the following:
  • Apply principles and practices of contract and procurement administration and evaluation, public agency budget development and reporting, and financial management policies and procedures.
  • Conduct research on a wide variety of administrative topics including contract feasibility, cost benefit analysis, budget and staffing proposals, and operational alternatives.
  • Conduct a variety of analytical and operational studies regarding departmental and programmatic activities, including complex operational, regulatory, or administrative issues; evaluate alternatives and make recommendations.
  • Develop and standardize procedures and methods to improve and continuously monitor the efficiency and effectiveness of operations and service delivery methods and procedures in order to maximize funding and minimize costs.
  • Partner with County procurement to create strategic procurement vehicles that maximize volume discounts, shorten the timeline of procurements, and consolidate Countywide IT procurements.
  • Management of facilities and processes related to the management of inventory.
  • Perform cost/benefit analysis of procurements, budget and staffing proposals and operational alternatives.
  • Perform fiscal analysis of hardware/software purchases and contracted services resulting from projects to calculate one-time capital outlays and on-going operational expenditures, which impact rates charges to County departments.
  • In collaboration with the Administrative Services Managers of ISD procurement, evaluate purchasing processes and timelines to establish efficiencies and effective in business processes.
  • Develop and maintain weekly, monthly, quarterly, and annual reporting mechanisms.
  • Prepare comprehensive technical records and reports, identify alternatives, and make and justify recommendations.
  • Conduct special research projects and financial analysis for department programs and usage; produce findings and recommendations and prepare related reports.
  • Serve as liaison to other County departments, governmental agencies and the public to disseminate information.
  • 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.
  • 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 training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
  • Equivalent to graduation from an accredited four-year college or university with major coursework in business administration, accounting, public administration, or a related field. . At least three years of professional administrative experience is typically required at the Management Analyst level. 

Knowledge of:
  • Principles and practices of contract development, negotiation and monitoring, including analysis, budgeting and financial record keeping
  • Principles, practices and techniques of administrative and programmatic research and analysis
  • Project and/or program management, analytical processes, and report preparation techniques
  • Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures
  • Research and reporting methods, techniques, and procedures
  • Applicable State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility
  • Principles and practices of public administration as applied to operational unit and program administration
  • Principles and practices of county management and government
  • Sources of information related to a broad range of county programs, services, and administration
  • Basic principles, practices, and procedures of funding sources and grant funds disbursement
  • Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division
  • Record keeping principles and procedures
  • Techniques for effectively representing the County in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff
 
Skill/Ability to:
  • Plan, organize, and carry out assignments from management staff with minimal direction
  • Plan and conduct effective management, administrative, and operational studies
  • Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner
  • Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations
  • Effectively represent the department and the County in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals
  • Assist in the development of goals, objectives, policies, procedures, and work standards for the areas of responsibility and the department, as needed
  • Coordinate and oversee programmatic administrative, budgeting, and/or fiscal reporting activities
  • Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative
  • Evaluate and develop improvements in operations, procedures, policies, or service delivery methods
  • Prepare clear and concise reports, correspondence, policies, procedures, and other written materials
  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work

 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.  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 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: 100%). Applicants who pass the interview will be placed on an eligible list.

TENTATIVE RECRUITMENT SCHEDULE
Recruitment Closes: July 23, 2018
Application Screening: July 25, 2018
Panel Interviews: August 8 and/or August 13, 2018


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 Employment Opportunity Employer.


HR Contact: Lucy Fung (07092018) (Management Analyst - D181)


 

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