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Applications are being accepted for the position of Library Clerk with the City of South San Francisco. This is a non-benefited, part-time/hourly position. 

APPLICATION DEADLINE: THIS IS A CONTINUOUS RECRUITMENT. IF INTERESTED, PLEASE APPLY IMMEDIATELY, AS RECRUITMENT MAY CLOSE AT ANY TIME.

Hourly Rate: $20.92 - $25.43 per hour

Work schedule: Hours may vary. The Library is open seven days a week, sometimes until 8:00 p.m. Candidates must be willing to work evenings and weekends/holidays.

DEPARTMENT

The Library department is comprised of three service areas: The Main Library, Grand Avenue Branch, and Literacy Services at Project Read and Community Learning Center. The Library department is actively committed to providing the best possible combination of library materials and services to meet the informational, educational and recreational needs of our multicultural community, in a professional manner, with a human touch.

POSITION
Library Clerks operate out of the Main Library and may also include shifts at the Grand Avenue Branch Library. The Library Clerk will assist patrons in the library while working on a busy customer service desk.

IDEAL CANDIDATE

The ideal candidate possesses excellent communication and interpersonal skills; can be a team leader and accept guidance from supervising staff; is highly organized; can integrate technology as a learning tool; possesses knowledge of strategies for motivating children in a creative learning process; and has experience integrating and supervising volunteers.

TYPICAL DUTIES (may include but are not limited to the following):

• Performs core service desk functions including patron registration, account management, checking in/out materials, using self-check equipment, processing payments and reserves, and responding to patron inquiries.
• Provides assistance to patrons in locating and using library materials, equipment, and technology; explains library services, policies, and procedures.
• Lifting and carrying materials (up to 35lbs.) such as books, boxes or related equipment and pushing/pulling carts for shelving returned and in-house used library materials. 
• Shelves returned and in-house used library materials.
• Troubleshoots basic issues with public computers, MakerSpace equipment, and related technology.
• Supports library staff with leading programs.
• Performs other related duties as required.

QUALIFICATIONS

Experience: One year of experience involving customer service.

Training: High School Diploma or the equivalent

THE APPLICATION PROCESS:

To be considered, applicants must submit the following REQUIRED items:

• City application
• Responses to the supplemental questionnaire
• Resume
• Cover Letter (optional)

NOTE: Applications must be filled out in their entirety. Failure to complete the application and/or supplemental questions or failure to include a required attachment will disqualify the applicant from the recruitment process. Failure to list work experience, education or training or indicating “see resume” in the work experience section of the application will be considered an incomplete application and subject to disqualification.

THE SELECTION PROCESS:

Applicants whose submitted application materials demonstrate knowledge, skills and abilities in best alignment with the required and desired qualifications of this position may be invited to an interview by the hiring department. 

SPECIAL INSTRUCTION SECTION:

Prior to appointment, candidates will be required to submit to any or all of the following (as applicable):

1. Reference Check
2. Department of Justice (DOJ) Fingerprint Check

A conviction history will not necessarily disqualify an applicant from appointment. Determinations are made on a case-by-case basis with consideration given to the nature and recency of the conviction and relationship to job duties. All City standards must be met before the final appointment is made.

Candidates with a disability who may require special assistance in any phase of the recruitment process should advise the Human Resources Department upon submittal of application.  

The policy of the City of South San Francisco is to grant equal employment opportunity to all qualified persons without regard to race, color, sex, gender, age, religion, ancestry, physical or mental disability, sexual orientation, gender identity, gender expression, marital status or national origin.  It is the intent and desire of the City of South San Francisco that equal employment opportunity will be provided in recruiting, hiring, training, promoting, wages, benefits, and all other privileges, terms and conditions of employment.  The City of South San Francisco is an Equal Opportunity Employer (EOE).

DISCLAIMER: This general announcement does not constitute an express or implied contract and is subject to change. Any provisions contained within this announcement may be modified or revoked without notice.

RECRUITMENT CONTACT

Contact phone: (650)829-3876

Contact email: malibiranb@plsinfo.org

The San Mateo County Libraries are looking for qualified candidates for the position of Contract Administrator I/II. 

We’re seeking a detail-oriented and proactive professional who thrives in a fast-paced, collaborative environment. If you're excited about improving systems, supporting community-serving programs, and ensuring operational excellence, this is a great opportunity to join an award-winning, forward-thinking organization.

As a Contract Administrator, you will coordinate and manage the Libraries' contracts systems, working closely with division managers, vendors, and department leadership to ensure smooth and compliant procurement and contracting processes. This includes developing competitive processes; preparing negotiating, monitoring, and amending contracts; managing service provider relationships; developing internal resources to ease procurement processes; and monitoring vendor spending to ensure compliance with the Libraries' procurement policy. 

Working under the direction of the Library Finance Manager, you’ll help advance systemwide initiatives, strengthen vendor partnerships, and support innovative programs that directly impact our communities. This role offers the opportunity to combine strong analytical skills with mission-driven work in a library system committed to equity, innovation, and excellence.

DISTINGUISHING CHARACTERISTICS
Contract Administrator I is the entry and first working level class in the Contract Administrator series. Initially, under close supervision, incumbents perform basic contract administration duties while learning County and programmatic policies, procedures, and guidelines. As experience is gained, there is greater independence of action within established guidelines. This class is flexibly staffed with the Contract Administrator II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency, which meets the qualifications of the higher-level class.

Contract Administrator II is the fully experienced, journey-level class in this series, capable of independently performing the full range of contract administration duties. Employees are normally given substantial latitude in determining approach, procedures, systems, and methods in accomplishing the work goals. They make basic programmatic decisions that require the exercise of independent judgment and are responsible for coordinating multiple functions or processes. Incumbents at this level are typically assigned the more complex contracts.

 

The ideal candidate will demonstrate the ability to:

• Support and/or lead complex procurement processes by applying knowledge of spending thresholds and competitive requirements, and County policies.
• Draft clear and comprehensive purchasing documents, including scopes of work, contracts, and amendments.
• Monitor and coordinate workflows for multiple contracts and competitive processes, ensuring timely progress and attention to detail.
• Analyze vendor data, synthesize reports, and identify areas requiring follow-up or escalation.
• Create tools and resources to support staff in adopting policies, including initiatives like the Library’s Small Business First Policy.
• Leverage procurement platforms like Coupa to streamline purchasing, including use of punchouts, write-in tabs, and catalogs.
• Administer purchasing systems by coordinating user access, maintaining system settings, and resolving technical issues.
• Communicate clearly and professionally across teams to provide support, answer questions, and help resolve contract-related issues.
• Apply sound judgment to categorize procurement activity and ensure alignment with applicable policies and procedures.
• Collaborate across teams to support financial system transitions, vendor coordination, and invoice documentation requirements 

Examples Of Duties

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

• Coordinate the full lifecycle of contract development and amendments in collaboration with division managers, including drafting scopes of work, facilitating formal competitive processes, securing approvals, and maintaining comprehensive contract files.
• Provide technical guidance on procurement requirements and thresholds.
• Ensure compliance with insurance, credentials, service plans, and payment schedules.
• Conduct quarterly vendor monitoring through OFAS report analysis and escalate findings to management.
• Support adoption of Library procurement policies and tools, including Small Business First and Coupa features.
• Serve as Coupa Admin to manage backend settings (e.g., user access, chart of accounts, commodities) and support staff with troubleshooting.
• Monitor contracts and procurement transactions to ensure accuracy, compliance, and timely completion.
• Assist with the transition to invoice automation, including vendor communication and documentation of invoice support.
• Review, authorize, and manage contract payments and invoices.
• Provide training, technical assistance, and consultation to staff and partners.
• Maintain current knowledge of contract and procurement regulations.
• Develop RFPs, competitive solicitations, and agreements in line with organizational goals.
• Represent the Libraries at meetings and committees as needed.
• 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:

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.
 

Knowledge of: 

• Principles and practices of public administration.
• Principles and practices of the 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.

Application/Examination

Open & Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, or extra-help/limited term position prior to the final filing date will receive five points added to their final passing score.

Responses to the supplemental questions must be submitted in addition to our regular employment application form. A resume will not be accepted as a substitute for the required employment application and supplemental questionnaire.

The examination process will consist of an application screening based on the candidates' application and responses to the supplemental questions (weight: pass/fail). Candidates who pass the application screening may 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 qualification. Applicants meeting 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 http://jobs.smcgov.org to apply.

TENTATIVE RECRUITMENT SCHEDULE
Final Filing Date: Wednesday, May 28, 2025, by 11:59 PM PST
Application Screening: June 2 - 6, 2025
Civil Service Panel Interviews: June 13, 2025