Administrative Assistant I - Sheriff's Office (Departmental Promotional Only)
County of San Mateo•San Mateo, CA
•Onsite
About The Position
The San Mateo County Sheriff’s Office is seeking a highly motivated and detail-oriented professional for the position of Administrative Assistant I to support the Department’s centralized procurement and contract administration function. Under the direction of the Administrative Services Manager, the Administrative Assistant will provide administrative, clerical, and operational support for the development, processing, execution, monitoring, and maintenance of contracts, purchase orders, solicitations, and related procurement documents.
Requirements
- Proficiency with desktop systems, database management, and the Microsoft Office Suite, particularly Word and Excel.
- Knowledge of County and Sheriff's Office Procurement policies and procedures, including Administrative Memoranda B-1.
- Proven organizational and time management skills and the ability to meet deadlines and handle time-sensitive matters.
- Strong attention to detail.
- Excellent written and oral communication skills.
- Experience in public-sector procurement, contract administration, and regulatory compliance.
- Experience in interpreting policies, procedures, and regulations and communicating requirements clearly to staff, management, vendors, contractors, and external agencies.
- Ability to build and maintain productive working relationships with both internal staff as well as external vendors, governmental agencies, and other stakeholders involved in procurement and contract administration activities.
- Graduation from an accredited college or university, with a degree in Public Administration, Accounting, Political Science, Business Administration or related field OR four years of responsible administrative or supervisory clerical experience which has included bookkeeping or sub-professional accounting duties.
- Working knowledge of sub-professional accounting, bookkeeping and fiscal procedures.
- Modern office methods and equipment.
- Learn quickly the laws governing the operations of the department.
- Interpret laws.
- Good judgment.
- Get along well with others.
- Work well without close supervision.
Nice To Haves
- Experience with OpenGov contract management system.
- Experience with One Finance and Accounting Software (OFAS) system.
- Experience with Service Now platform.
Responsibilities
- Provide day-to-day administrative and clerical support to the Contracts Unit.
- Assist Contract Administrator and the Contract Manager with a variety of contract and procurement activities.
- Assist with tracking contract expiration dates, renewals, amendments, insurance requirements, and other important contract milestones.
- Assist with processing documents for contract review, approval, and execution.
- Perform data entry and conduct routine reviews of contract records to identify missing or inconsistent information.
- Track documents requiring signatures and follow up with appropriate parties to ensure timely completion.
- Assist with preparing contract status reports, tracking logs, spreadsheets, and other administrative reports.
- Answer inquiries and provide information to Sheriff’s Office staff regarding contract policy and procedure.
- Enter and maintain all contracts in the OFAS financial system, including processing encumbrance change requests.
- Perform related duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
