Administrative Services Manager I – Sheriff's Office (Departmental Promotional Only)

County of San Mateo•San Mateo, CA

13h•Onsite

About The Position

The San Mateo County Sheriff’s Office is seeking a highly analytical, collaborative, and experienced professional to serve as the Administrative Services Manager I (ASM) overseeing the Department’s centralized procurement, contract administration, and grants management functions. This position plays a key role in supporting operational and strategic objectives by ensuring compliance with County, State, and Federal requirements and promoting effective stewardship of public resources. The ASM serves as the Department’s primary grants administrator and manages procurement and contract activities across the full lifecycle. The role also coordinates administrative policies and procedures, oversees grant systems such as JustGrants, ASAP.gov, and SAM.gov, and supervises assigned staff engaged in procurement and grant-related functions. This is a hands-on, multi-faceted management role requiring both strategic oversight and detailed technical execution. The ASM partners closely with internal divisions and external stakeholders to ensure compliance with legal, fiscal, and policy requirements while maintaining effective administrative controls and business processes. The ideal candidate will thrive in a dynamic environment, bring strong organizational and analytical skills, exercise sound judgment, and demonstrate expertise in public sector procurement, contract administration, grants management, fiscal oversight, and program administration.

Requirements

Three years of increasingly responsible experience performing a wide variety of administrative duties in a large, complex public agency.
Knowledge of advanced principles and practices of organizational and systems analysis, research methods and human resource planning.
Knowledge of basic principles and practices of the assigned County department operations and its administration and organization.
Knowledge of advanced principles of financial administration, including public budgeting, procurement, contract administration, grants management, and reporting.
Knowledge of computer systems and applications as used within the County.
Knowledge of principles of personnel training, supervision and evaluation.
Ability to supervise and coordinate a wide variety of administrative and operational activities related to assigned department.
Ability to coordinate section activities with other departments, programs and/or outside agencies.
Ability to direct and participate in the analysis of a wide variety of moderate to complex administrative/operational problems and make effective operational and/or procedural recommendations.
Ability to interpret departmental policies, guidelines and procedures; develop recommendations for improvements, as necessary.
Ability to supervise, evaluate and train assigned personnel.
Ability to communicate effectively both orally and in writing.
Ability to perform complex mathematical and statistical calculations accurately.
Ability to establish and maintain effective work relationships with those contacted in the performance of required duties.
Experienced in public sector procurement, contract administration, grants management, and regulatory compliance.
Knowledgeable of County, State, and Federal procurement requirements, contracting standards, and grant administration practices.
Skilled in managing the full contract lifecycle, including solicitation, negotiation, execution, monitoring, amendments, renewals, and closeout.
Experienced in Federal and State grant administration, including application development, reimbursement claims, performance reporting, compliance monitoring, and grant closeout.
Proficient in supervising staff and providing technical guidance, coaching, and performance feedback in a collaborative environment.
Strong in analytical thinking, with the ability to evaluate complex operational, fiscal, and compliance issues and develop practical recommendations.
Skilled in interpreting policies, procedures, and regulations and effectively communicating requirements clearly to staff, management, and external stakeholders.
Able to manage multiple priorities, complex projects, and competing deadlines in a fast-paced environment.
Effective in building and maintaining productive working relationships with County departments, vendors, government agencies, and community partners.
Strong commitment to public service, accountability, continuous improvement, and responsible stewardship of public resources.

Responsibilities

Plan, coordinate, and oversee the Sheriff's Office centralized procurement and contract administration program, managing the full contract lifecycle from solicitation through execution, monitoring, amendments, renewals, and closeout.
Serve as the Department’s primary grants administrator, including oversight of grant applications, reimbursement claims, performance reporting, compliance monitoring, and grant closeout activities.
Administer and maintain grant management systems and reporting platforms, including JustGrants, ASAP.gov, and SAM.gov, ensuring accurate and timely submissions and compliance with funding requirements.
Supervise professional, technical, and clerical staff engaged in procurement, contract administration, grants management, budget coordination, and related administrative functions.
Interpret County, State, and Federal procurement, contracting, and grant requirements; develop and implement departmental procedures; and ensure compliance with applicable laws, policies, and internal controls.
Provide functional direction, training, and technical guidance to staff on procurement processes, contract requirements, timelines, documentation standards, and compliance expectations.
Serve as the Department’s primary Legistar administrator; coordinate Board agenda items; support the preparation of Board materials; and monitor workflow approvals to ensure timely submission and compliance with County procedures.
Coordinate procurement, contract, and grant activities with County Counsel, Procurement, Finance, Risk Management, the County Executive’s Office, vendors, contractors, and external funding agencies.
Build and maintain effective working relationships with partnering law enforcement agencies, local jurisdictions, and State and Federal agencies to support contract and grant administration activities.
Develop, maintain, and monitor contract management systems, tracking tools, reporting mechanisms, and internal controls to ensure compliance, fiscal accountability, and operational transparency.
Support budget development, fiscal monitoring, expenditure tracking, forecasting, and financial reporting related to contracts, grants, and assigned program areas.
Conduct organizational, operational, and fiscal analyses; evaluate administrative processes; and recommend improvements to enhance efficiency, compliance, and service delivery.
Design and recommend administrative systems, procedures, forms, and reporting tools to improve departmental operations and standardize business practices.
Conduct studies and make recommendations regarding organizational structure, staffing, workflow, resource allocation, and administrative practices.
Initiate and maintain effective utilization of office space, equipment, supplies, and other administrative resources.
Perform related duties as assigned.