Job Description

Overall Job Objective

Salary
$5,520.67 - $8,096.40 Monthly
Location
San Mateo County, CA
Job Type
Full-Time
Department
Human Services Agency
Job Number
G248D
Closing
9/25/2018 11:59 PM Pacific
Description

The County of San Mateo's Human Services Agency is seeking highly motivated professionals for the position of Procurement and Contract Administrator. The successful candidate will have experience negotiating and executing agreements and contracts for services and strategic sourcing for goods. The candidate will be a self-motivated, highly analytical and strategic thinker with the ability to solve business problems and deliver insights that enable timely and effective operational decision-making. 

The position will work with cross-functional teams of the organization to coordinate the development, execution and administrative monitoring of programmatic, administrative, facility, technological and other solicitations, procurement and contracts. The position will analyze programmatic requirements and needs to assist with the planning and improving existing processes, including the monitoring of contract agreements for compliance, report requirements, possible amendments and site visits with a multi-disciplinary team. The position is responsible for purchasing duties in difficult or complex commodity areas of a wide variety of materials, supplies and equipment, and perform a broad scope of purchasing transactions with independence of action. The position will provide program support and lead the coordination and facilitation of planning, budgeting, forecasting, and reporting activities for Departmental agreements and purchases as assigned. 

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.
  • Ability to develop and analyze purchasing request and evaluate specifications, proposals, bids and contracts for products and complex commodity areas and purchases.
  • Knowledge of sources of supply, marketing practices and pricing methods and differentials.
  • Have a high level of proficient writing and editing skills; experienced in doing research to build scopes of work, setting target levels, and develop performance measures.
  • Excellent analytical, verbal and written communication skills.
  • Excellent detail-oriented skills and organization skills.
  • Skill to establish and maintain effective work relationships with customers and vendors.
  • Knowledge of principles, practices, procedures and applications of purchasing and governmental purchasing including but not limited to informal bidding.
  • Knowledge of the Laws and regulations governing purchasing policies and procedures in public agencies.
  • Knowledge of sources of supply, marketing practices and pricing methods and differentials and other public agency purchasing.
  • Knowledge of office administrative practices and procedures, including records management and the operation of standard office equipment.
  • Strong interpersonal skills with proven ability to develop and maintain effective business partner relations at all levels of the organization. Incumbents at this level are typically assigned complex procurements and contracts.

There are currently four vacancies within the Financial Services Division of the Human Services Agency.

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

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

  • Apply principles and practices of procurement and contract 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, and shorten the timeline of procurements.
  • Perform cost/benefit analysis of procurements, budget and staffing proposals and operational alternatives.
  • In collaboration with Program, Administrative and Financial Management evaluate purchasing processes and timelines to establish efficiencies and effectiveness in business processes.
  • Monitor contract agreements for compliance, report requirements, possible amendments and site visits with a multi-disciplinary team.
  • Develop and maintain weekly, monthly, quarterly, and annual reporting mechanisms.
  • Serve as liaison to branches, departments, governmental agencies, and the public to disseminate information.
  • 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.
  • Receive, review and check purchase requests to determine needs, market conditions and product availability.
  • Consult and assist with product selection and purchasing methods.
  • Invite and accept bids, evaluate prices, discounts and delivery conditions.
  • Prepare and assist in the preparation of product specifications and contracts.
  • Review invoices to ensure conformance to contracted price schedule.
  • Analyze bids for conformance to specifications; make awards on bids.
  • Confer with vendors about products and services.
  • Prepare reports, recommendations and correspondence.

Qualifications

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.


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:

  • Contract Administrator I:  Two years of professional level administrative or programmatic experience, primarily in the area of contract administration in a community services or related setting.
  • Contract Administrator II:  Four years of professional level administrative or programmatic experience, primarily in the area of contract administration in a community services or related setting.

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 (5) points added to their final passing score on this examination. Responses to the supplemental questions must be submitted in addition to our regular employment application form.

A supplemental application form must be submitted in addition to our regular employment application form. Based solely on the information provided in the application materials, an application screening committee will select those applicants whose education, training and experience most closely matches the needs of the department. Those selected will be invited to a panel interview (weight: 100%) which may include the evaluation of a written or performance exercise given immediately preceding the interview. Selected applicants will be notified of the date, time and place of the tests.

IMPORTANTApplications 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. Online applications must be received by the Human Resources Department before midnight on the final filing date.

TENTATIVE RECRUITMENT SCHEDULE
Final Filing Date: September 25, 2018

Screening: September 27, 2018
Combined Panel Interviews: October 30, 2018 and/or November 1, 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 Opportunity Employer.
 
Analyst: Arlene Cahill (091118) (Contract Administrator I/II - G247/G248)

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