Contract Administrator I/II - Information Services Department (Limited Term)

San Mateo County

  • San Mateo, CA
  • $6,784-9,953 per month
  • Permanent
  • Full-time
  • 12 days ago
Contract Administrator I/II - Information Services Department (Limited Term)Contract Administrator I/II - Information Services Department (Limited Term)Salary$6,784.27 - $9,952.80 MonthlyLocationCounty of San Mateo, CAJob TypeFull-TimeJob NumberPOSTING ONLYDepartmentInformation Services DepartmentOpening Date04/15/2024DescriptionThe County of San Mateo's Information Services Department is seeking highly motivated professionals for the position of Contract Administrator I/II. The successful candidate will have experience negotiating and executing agreements and contracts for Information Technology services and strategic sourcing for goods and subscriptions. 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 of existing processes, including the monitoring of contract agreements for compliance, reporting 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. Experience with technology procurements is highly desired, but not required.
  • 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, pricing methods, differentials, and other factors in public agency purchasing.
  • High level of proficient writing and editing skills; experience in doing research to build scopes of work, set target levels, and develop performance measures.
  • Excellent analytical, verbal, and written communication skills.
  • Excellent detail-oriented and organization skills.
  • Skill in establishing and maintaining 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 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.
This is a limited term, at-will position. Limited Term Employees are assigned to assignments not to exceed three years. They receive medical and dental benefits, similar to regular employees, and a defined contribution retirement plan.Examples Of DutiesDuties 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, reporting 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, organization charts, and workflows.
  • 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.
QualificationsKnowledge 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/ExaminationIf you are interested in being considered for this limited term position, the following materials must be electronically submitted in a Word or PDF format.
  • Responses to Supplemental Questions
  • Resumé
Supplemental Questions: * Describe your experience developing, managing, and monitoring contracts for professional services and the procurement of public sector purchasing.
  • Describe the procurement and contracting or associated documents you have drafted, their exact purpose, and the portion of the document that you were responsible for. Indicate if you have used pre-existing templates and where those were from and/or original documents you have developed.
Please include the words "Contract Administrator I/II - Limited Term" in the subject line of the email submission. Please submit the required materials electronically via email to:Patricia Gonzales - Administrative Services Manager IApplication materials will be reviewed as they are received and well-qualified candidates will be contacted for an interview.NOTE: Application materials are only accepted via e-mail. Materials sent via regular mail and/or fax will not be accepted. Submittals that do not include all required elements (responses to supplemental questions and a resume) will not be considered.San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically and linguistically diverse communities. The County of San Mateo is committed to advancing equity in order to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work. The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity and inclusion at all levels. Analyst: Arlene Cahill (Contract Administrator I/II - G247/G248)Please visit for a complete listing of all benefits for this classification.Benefits are offered to eligible employees of the County of San Mateo. All benefits are subject to change.NOTE: Employees hired on or after January 1, 2013 may be subject to new Pension Reform retirement laws.As an additional benefit, the County offers extensive training and development programs designed to improve skills and enhance career opportunities. Most programs are offered on County time at no cost to you.County employees are also covered by the federal Social Security system and earn benefits for retirement based on salary and time worked.

San Mateo County