Procurement Administrator I

Salary : $76,434.00 - $114,651.00 Annually
Location : San Carlos, CA
Job Type: Full-Time
Job Number: 2025-00196
Division: Finance
Department: Contracts & Procurement
Opening Date: 04/04/2025
Closing Date: 4/27/2025 11:59 PM Pacific

General

The Procurement Administrator I will report to a Procurement Administrator III and is responsible for preparing and processing Invitations for Bids (IFBs), Requests for Proposals (RFPs), Requests for Quotations (RFQs), and Purchase Orders (P.O.s) for the procurement of goods, materials, equipment, professional services, and public works in support of the San Mateo County Transit District (SamTrans), the Peninsula Corridor Joint Powers Board (Caltrain), and the San Mateo County Transportation Authority (TA).

Essential Functions & Duties

• Follow the procurement process in compliance with applicable local, state and federal laws, rules, regulations and policies governing public agency purchasing (e.g. California Labor Code, Prevailing Wage, and California Contract Code).
• Review solicitation requirements for reasonableness, recommend contract type, determine appropriate procurement strategy, and method of compensation.
• Conduct negotiations with vendors to achieve best overall value for the agency.
• Coordinate with Project Manager, Labor Compliance Officer, Small Business/Disadvantaged Business Enterprise Officer, Risk Manager, and Finance Department to resolve issues related to the issuance of purchase orders and agreements.

Examples of Duties:

• Provide guidance to internal stakeholders during the procurement process. This includes reviewing the scope of work, identifying evaluation criteria, and developing timelines for informal IFBs, RFPs, and RFQs.
• Maintain auditable procurement files e.g., purchase orders, work directives, and contract amendments.
• Administer assigned contracts including amendments, capacity, insurance, and closeout
• Process contract activities using Enterprise Resource Planning (ERP) software program.
• Provide timely assistance, training, and customer service to internal and external customers.
• Conduct outreach with vendor community.
• Process requests for disposition of materials and equipment in accordance with the District's
  Procurement Policy.
• Perform all job duties and responsibilities in a safe manner to protect one's self, fellow employees and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Perform other duties as assigned.

Minimum Qualifications

Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• Associates Degree in Business Administration, Economics, or related field.
• 4 years of experience in a formal purchasing environment and/or procurement experience in a public agency.

Preferred Qualifications:

• Working knowledge of an Enterprise Resource Program (e.g. PeopleSoft) or other database, financial enterprise and/or procurement systems (e.g. PlanetBids) preferred.
• Effective oral and written communication skills.
• Able to establish and maintain cooperative and effective working relationships.

The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.
How to Apply

• Complete an online employment application by 11:59 p.m. of the listed closing date. A resume will not be accepted in lieu of the application. Incomplete applications will not be considered.
• The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.
• We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.

This position is not eligible for benefits.
01

How many years of professional procurement experience do you have?

• No experience
• Less than 1 year of experience
• More than 1 year but less than 2 years of experience
• More than 2 years but less than 3 years of experience
• More than 3 years but less than 4 years of experience
• More than 4 years but less than 5 years of experience
• More than 5 years but less than 6 years of experience
• 6 or more years of experience

02

Which statement below best describes the highest level of education you have completed?

• High school graduate, diploma or the equivalent (GED)
• Associate degree
• Bachelor's degree
• Master's degree
• Professional degree
• Doctorate degree

03

Do you have experience with the public procurement process?

• Yes
• No

Required Question