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