Contract Administrator II - Information Services Department - County of San Mateo : Job Details

The County of San Mateo's Information Services Department is seeking highly motivated professionals for the position of Contract Administrator 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 requests 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.

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, 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.

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

Open and Promotional. Anyone may apply.

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening 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 qualifications. 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.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the “Apply” button. If you are not on the County's website, please go to to apply. Responses to the Supplemental Questionnaire must be submitted in addition to the standard County employment application form. A resume will not be accepted as a substitute for the required application materials. Online applications must be received by the Human Resources Department before midnight on the final filing date.

This is a continuous recruitment which may close at any time. The final filing date will be posted five days in advance on this job announcement.

Apply immediately. This recruitment is open on a continuous basis and selections may be made at any time within the process.

TENTATIVE RECRUITMENT SCHEDULEFinal Filing Date: Continuous until filledScreening: TBDCombined Panel Interviews: TBD

About the CountySan 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, as an employer, is committed to advancing equity 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)